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Chapter 5
Notecards
104
Business
10th Grade
03/04/2008
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Term
The ____ represents the portion of a form letter that is constant from one merged letter to the next.
 Definition
 main document
Term
When using Word’s mail merge to create form letters, the first task is to ____.
 Definition
identify the main document
Term
Word provides ____ styles of merge letter templates.
 Definition
 five
Term
Typical installations of Word support all of the following types of main documents except ____.
 Definition
spreadsheets and presentations
Term
Business letters should contain ____.
 Definition
all of the above
Term
If you want to see the current margin settings, display the ruler and then hold down the ____ key while pointing to the margin boundary where the blue meets the white on the ruler.
 Definition
ALT
Term
Which of the following is not true about a drawing canvas?
 Definition
A drawing canvas is a graphic that you create using Word.
Term
The mouse pointer displays as a(n) ____ on the drawing canvas while you draw an AutoShape.
 Definition
crosshair
Term
The green circle in Figure 5-1 is the object’s ____.
 Definition
rotate handle
Term
The yellow diamond in Figure 5-1 is the object’s ____.
 Definition
adjustment handle
Term
The default space after a paragraph is ____ points.
 Definition
8
Term
You can create a new folder during the save process by clicking the ____ in the Save As dialog box.
 Definition
Create a new empty folder button
Term
As shown in Figure 5-2, the first row of the data source is called the ____ record.
 Definition
header
Term
As shown in Figure 5-2, a field ____ uniquely identifies each column in a data source.
 Definition
name
Term
In a data source, each field must be identified uniquely with a(n) ____.
 Definition
name
Term
A data source often is shown as a(n) ____.
 Definition
table that consists of a series of rows and columns
Term
In the data source, a ____ represents a group of similar data.
 Definition
data field
Term
The first step in creating a data source is to ____.
 
 Definition
decide which fields it will contain
Term
Field names ____.
 Definition
must be unique
Term
In a data source, fields ____.
 Definition
may be listed in any order
Term
Because data sources often contain the same fields, Word provides a list of 13 commonly used ____.
 Definition
field names
Term
All of the following are field names supplied by Word EXCEPT ____.
 Definition
Birth Date
Term
When you click the ____ button in the New Address List dialog box, Word adds the entered data to the data source and clears the text boxes in the Enter Address information area in preparation for the next data record to be entered.
 Definition
New Entry
Term
Word stores a data source as a(n) ____ because it is an efficient method of storing a data source.
 Definition
Access table
Term
When a merge field is inserted into the main document, Word surrounds the field name with ____.
 Definition
chevrons
Term
Word indicates a null expression with ____.
 Definition
two quotation marks
Term
After the use of the dialog box shown in Figure 5-3, the phrase that will appear after the word If is called a(n) ____.
 Definition
condition
Term
The $105, in Figure 5-3, is ____.
 Definition
false text
Term
____ results are the results that represent the value to display after Word evaluates the instructions of the IF field.
 Definition
Field
Term
The instructions of the IF field are referred to as field ____.
 Definition
codes
Term
To hide field codes on the screen, press the ____ keys.
 Definition
   ALT+F9
Term
When field ____ are turned on for display, chevrons display around merge fields as shown in Figure 5-4.
 Definition
codes
Term
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 ____.
 Definition
  condition
Term
Records can be merged based on the contents of a specific ____.
 Definition
 field
Term
The order of data records can be verified without printing them by using the ____ button on the Mailings tab.
 Definition
View Merged Data
Term
In Figure 5-5, the ____ button can be used to display the values from the final record in the data source.
 Definition
Last Record
Term
In Figure 5-5, the ____ text box can be used to display a specific record in the main document.
 Definition
Go to Record
Term
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) ____.
 Definition
directory
Term
When the long edge of paper is at the top, Word is printing a document in ____ orientation.
 Definition
landscape
Term
When the long edge of paper is at the side, Word is printing a document in ____ orientation.
 Definition
portrait
Term
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.
 Definition
True
Term
Creating form letters requires merging a data document with a form source.
 Definition
False
Term
You can create a new folder only in Windows.
 Definition
False
Term
The first step in creating a data source is to enter the data records it will contain.
 Definition
False
Term
Field names may include spaces.
 Definition
True
Term
The order of fields in the data source affects the order in which they will print in the main document.
 Definition
 False
Term
The first step in creating a data source is to decide what main document the data will be merged with.
 Definition
 False
Term
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.
 Definition
True
Term
A Microsoft Office Address List is a Microsoft Excel spreadsheet file.
 Definition
False
Term
Word, by default, saves a data source in the My Data Sources folder on your hard disk
 Definition
 True
Term
To link the data source to the main document, the field names must be inserted into the main document.
 Definition
True
Term
Merge field characters are located on the keyboard and can be typed directly into a document.
 Definition
False
Term
To promote a list item in an outline numbered list, you click the Increase Indent button on the Home tab.
 Definition
 False
Term
One form of the IF field is called an If…Then: If a condition is true, then perform an action.
 Definition
True
Term
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.
 Definition
True
Term
An expression in a condition can be a merge field but it cannot be a series of characters.
 Definition
False
Term
An expression in a condition can be a number.
 Definition
True
Term
The >= in a condition is the expression.
 Definition
False
Term
If the result of an expression in an IF field is true, Word evaluates the false text; otherwise, Word evaluates the true text.
 Definition
False
Term
To insert an IF field, click the Insert IF command on the Mail Merge menu.
 Definition
False
Term
The same procedure is used to display field codes on the screen, as shown in Figure 5-4, and to print them on a hard copy.
 Definition
False
Term
Whether field codes are on or off on the screen has no effect on the merge process.
 Definition
True
Term
Merged form letters will display field codes instead of data if the field codes are on.
 Definition
True
Term
If errors are noticed in form letters, the main document can be edited in the same way any other document is edited.
 Definition
True
Term
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.
 Definition
False
Term
The Mail Merge task pane displays a template, which is a step by step progression that guides you through the merging process.
Definition
False
Term
In the merge process, the main document contains the variable, or changing, values in each form letter.
Definition
False
Term
In the merge process, the main document contains the constant, or unchanging, text, punctuation, spaces, and graphics
 Definition
True
Term
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.
Definition
 False
Term
In Figure 5-5, the Previous Record button can be used to display the values from the record just before the current one in the data source.
Definition
True
Term
When you design a letterhead, you should use ____ that reflect you or your business.
 Definition

text
graphics

formats

colors

Term
The content of the main document for a form letter should contain ____.
 Definition

proper grammar
logically constructed sentences 
 flowing paragraphs 
 
Term
____ is one of Word’s styles of merge letter templates.
 Definition
Oriel 
 Origin 
 
Term
The AddressBlock merge field contains____.
 Definition
ZIP code
city
suffix
Term
____________________ is the process of combining the contents of a data source with a main document.
 Definition
Merging
Term
A(n) ____________________ is a listing of the contents of the data source.
 Definition
directory
Term
A(n) ____________________ contains instructions for filling in areas of the document.
 Definition
content control
Term
Shown in Figure 5-1, an object’s ____________________ helps you rotate an object.
 Definition
rotate handle
Term
Shown in Figure 5-1, an object’s ____________________ helps you change an object’s shape.
 Definition
adjustment handle
Term
A(n) ____________________ is a graphic that you create using Word.
 Definition
drawing object
Term
The ____________________ is a container that helps you to resize and arrange shapes on the page.
 Definition
drawing canvas
Term
A(n) ____________________ is a rectangular boundary between your shape and the rest of the document.
 Definition
drawing canvas
Term
Each row in a data source is called a(n) ____________________.
 Definition
record
Term
In a data source, the ____________________ identifies the name of each column.
 Definition
header record
Term
As shown in Figure 5-2, the ____________________ in the data source contain the text that varies from one merged document to the next.
 Definition
data records
Term
As shown in Figure 5-2, each column in the data source is called a(n) ____________________.
 Definition
data field
Term
A(n) ____________________ is simply a column in a table.
 Definition
field
Term
In the main document, the field names linked to the data source are called ____________________.
 Definition
merge fields
Term
The ____________________ contains several fields related to an address, such as name, street address, city, state, and ZIP code.
 Definition
AddressBlock merge field
Term
The ____________________ contains text and fields related to a salutation.
 Definition
GreetingLine merge field
Term
A(n) ____________________ consists of an expression, followed by a comparison operator, followed by a final expression.
 Definition
condition
Term
In an IF field, Word evaluates the ____________________ if the condition is true.
 Definition
true text
Term
In an IF field, Word evaluates the ____________________ if the result of a condition is false.
 Definition
false text
Term
You can instruct Word to print ____________________ quality documents to conserve ink or toner.
 Definition
draft
Term
Contains the constant text, punctuation, spaces, and graphics for a form letter
 Definition
main document
Term
A listing of the contents of the data source.
 Definition
directory
Term
Contains instructions for filling in areas of a document.
 Definition
content control
Term
A graphic you create using Word.
 Definition
drawing object
Term
A row in a data source.
 Definition
record
Term
A rectangular boundary between your shape and the rest of the document.
 Definition
drawing canvas
Term
The process of combining the contents of a data source with a main document.
 Definition
merging
Term
Contains the variable values for each form letter.
 Definition
 data source
Term
Document orientation in which paper is shorter on its edge that it is across the top.
 Definition
 landscape
Term
Document orientation in which paper is shorter at the top than it is on its edge.
 Definition
portrait
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