Chapter-4 Word Processor-Mail Merge

Process of Mail Merge

1)Mailing Tab->Start Mail Merge in drop down menu select.

->Step by Step mail merge wizard

2)On right side

->Next:Starting document

->Next:Select Recipients

->Type a new list

->Create

->New Address list dialog box opens

->Save the list

3)Under Mailing Mail

->Click on insert Merge fields

Add fields as per your requirement

Eg. <<Name>>

<<Add>>

<<City>>

<<Pincode>>

<<Phone number>>

->Previous result

->Save the main document

->Print Document

Q-1 Fill ups

1. Main document contains the same information which we send to all the recipients.
2. Mail merge process requires two documents.
3. The document containing the address list is called Data Source.
4. Merge fields are also called Placeholders.
5. Preview Result option on the mailing tab is used to preview the merged document.
6. You can print the merged document individually.
7. You can add the column heading from the data file as fields in the main document.
8. The field names are always surrounded by chevrons(<< >>).

1
 9. MS-Word uses green wavy underline to indicate grammatical mistakes and red wavy
underline to indicate spelling.
10. To create a new data file, click Type a new list option under select recipients.
11. When you merge information from the first row in the data file replace the field in your main
document.

Q-2 True or False

1.Mail merge can be done for maximum 100 letters. False

2.Data source contains the list of recipients.True

3.Data source cannot be prepared in Excel document.False

4.Out of a list of 200 recipients, we can select lesser addresses for mail merge. True

5.Mail merge requires two data sources for main document. True

6.Mail merge document can be previewed. True

7.The mail merge fields are filled with information from the data source file.True

8.Each letter or label has same kind of information in mail merge.True

9.You cannot type the merge field characters (<<>>) manually.True

10.You cannot use an existing data source file in mail merge. False

Q-3 Matching

1.Mail merge field-Place holder

2.Chevrons-<<>>

3.Database-.mdb

4.Mailing tab-Start mail merge

5.Add fields-Write and Insert field group.

6.View the merged document-Preview Result

7.To filter Records-Use Refine Recipients list

8.To type content and add fields-Write and Insert field group

9.List of Address-Data Source

10.Mail Merge process-Requires two documents.

11.Letter,file etc-Main Document

12.To create new data file-Type a new list

13.Any type of data file-Use an existing list

2
Q-4 Choose the correct answer

1.Mail merging requires ______ files in MS-Word.

a)One b)Two c)Three

2.The file which contains the document(letter) is called ______.

a)Data Source b)Main Document c)None of these

3.The file which contains the addresses is called _______.

a)Data Source b)Main Document c)Document

4.The file which contains the address should be created in _______.

a)MS-Word b)MS-Excel c)Any of the above applications

5.To use mail merge option use _____ tab on the ribbon.

a)Mailing b)Page Layout c)Review

6.To prepare the invitation card to invite all your friends for birthday party, you can use _____
feature.

a)Calendar b)Hyperlink c)Mail Merge

7.With the help of _____ option, you can select multiple recipients from the data source file.

a)Mailing b)Select recipients c)Start Mail Merge

8.The main document contains _____ that are same for each version of the merged document.

a)Text b)Graphic c)Both (a) and (b)

9.______ is a file that contains the information to be merged into main document.

a)Data Source b)Main Document c)Mailing tab

10.You can preview your merged document by using ______ option.

a)Print Result b)Preview result c)Match fields

Q-5 Shortcut keys

1.Move to the end of the line End

2.Move to the Beginning of the line HOME

3.Repeat the last find action Shift+F4

4.Delete one word to the left Ctrl+Backspace

5.Delete one word to the right Ctrl+Delete

6.To center the paragraph Ctrl+E

3
7.To left align paragraph Ctrl+L

8.To Right align paragraph Ctrl+R

9.To Justify the paragraph Ctrl+J

10.To change the font size Ctrl+Shift+F

11.To apply subscript Ctrl+Equal sign

12.To apply superscript Ctrl+Shift+Plus sign

Q-6 Define

1.Data Source-Data source is the file in which all the addresses of the recipients are stored.

2.Place holders-The merged fields are called placeholders. The field names are always surrounded by
chevrons(<<>>).

3.Merging in mail merge- The process of combining the main document with the data source is
called merging.

4.Main document-The document that contains the letter or text which is to be sent is called Main
document.

Q-7 Answer in one word

1.Name the most powerful features of MS Word which is using to create a set of document or letter?

Ans Mail Merge

2. Which tab is used to start mail merge?

Ans Mailing tab

3. Which option is used to view the merged document?

Ans Preview Result

4. Which option is used to filter Records?

Ans Refine Recipient List

5. Which group is used to type content and add fields?

Ans Write and Insert field group

6. Which key is used to align the paragraph in center?

Ans Ctrl+E

7.Which file extension is used for database file?

Ans .mdb

8. The field names are always surrounded by what?

4
Ans. Chevrons (<<>>)

9. Which file contains the list of recipients?

Ans Data Source

10. How many document are required for mail merge process?

Ans.Two

Q-8 Differentiate between

Data Source Main Document

1 Data Source is the file in which all the The document that contains the letter or text
addresses of the recipients are stored. which is to be sent is called Main Document.
2 Data Source extension is .mdb. Main document extension is .doc.
3 Data Source save the data in tabular form. Main document not store the data in tabular
form.

Q-9 Answer in brief

1.What is Mail Merge? What are the two main components of mail merge?

Ans The mail merge is the process of taking information from one document and combining with
another document.

The two main documents of mail merge are as below:

1. Main document
2. The Data Source

2.What are the uses of Mail Merge?

Ans Mail merge is used to create multiple documents at once. These documents have same layout,
formatting, text and Graphics. Only specific section of each document varies and is personalized.
These documents can be form of letters, labels, envelopes, Email messages and directories.

Assignment page no -55

5
6