. Mail merges are useful for creating which of the following?

a) multiple letters that have same basic content

b) multiple envelopes that have same basic content

c) multiple labels that have same basic content

d) all of the above

Ans: d                

Difficulty: Easy

Section Ref: Set Up a Mail Merge

Explanation:  A user can create a document that contains the same information and use it multiple times. 

2. Which of the following leads you step by step through the mail merge process?

a) Mail Merge dialog box

b) Mail Merge task pane

c) Mail Merge menu

d) none of the above

Ans: b                 

Difficulty: Medium

Section Ref: Set Up a Mail Merge

Explanation: The Mail Merge task pane displays the step by step action for the user to follow to complete each step.

3. When are the Mail Merge commands available on the Ribbon?

a) when Word is opened

b) when the Mailings tab is selected

c) when the recipient list is opened

d) all of the above

Ans: c

Difficulty: Hard

Section Ref: Set Up  a Mail Merge

Explanation: When a user has opened a data source file the commands on the Ribbon will be activated.

4. From which of the following can you select mail merge recipients?

a) Outlook contacts

b) database file

c) Excel spreadsheet

d) all of the above

Ans: d

Difficulty: Medium

Section Ref: Set Up a Mail Merge

Explanation: A data source can be used from different sources to merge with Word, such as contact list from Outlook, spreadsheets, databases and other data sources.  

5. A file containing the information to be merged into a document is known as which of the following?

a) data file

b) data list

c) data source

d) none of the above

Ans: c

Difficulty: Hard

Section Ref: Set Up a Mail Merge

Explantion: A data source can contain a listing of names, addresses, city, state, zip code, to merge with a document.

6. Which of the following is not an acceptable recipient list?

a) electronic address book

b) HTML file with single table

c) Word file with multiple tables

d) all of the above

Ans: c

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation:  A Word file with a single table is an acceptable format for a recipient list and can be merged with a document.

7. Which of the following is an example of a mail merge field?

a) first name

b) last name

c) email address

d) all of the above

Ans: d

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: A field name is a description for the data source, such as first name, last name, street address, city, state, zip code, telephone number,  and email address, etc.

8. When you click the Mail Merge button, the Mail Merge Wizard opens in the Mail Merge task pane.

Ans: False

Difficulty: Medium

Section Ref: Set Up a Mail Merge

Explanation: There is no Mail Merge button in the Mailings tab. The Mail Merge Wizard will open the Mail Merge task pane when the user clicks the Start Mail Merge command in the Start Mail Merge group then click the Step by Step Mail Merge Wizard. 

9. When selecting recipients for a mail-merged document, you can only select from an existing database file.

Ans: False

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: There are additional options when selecting recipients for merging. The user can select from an existing database, Outlook contact list, or begin keying a new recipient list using the Mail Merge Wizard or click Select Recipients from the Start Mail Merge group.

10. Mail merges are useful for creating multiple documents that have the same basic content.

Ans: True

Difficulty: Easy

Section Ref: Set up a Mail Merge

Explanation: Users who need to send the same content out to different recipients can save time using mail merge.

Ans: False      

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: A data source contains unique information that is merged into the main document.

12. When connecting to a new data source, you are given two choices: type a new list or use an existing list.

Ans: False

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation:  When using the Mail Merge Wizard or setting up the mail merge document manually, Word provides the user with three options to select from, a new list, existing list, and from the Outlook’s contact list.

13. When the mail merge is performed, Word will automatically replace mail merge fields codes with information from a data source.

Ans: True

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: Field codes such as the Address Block and Greeting Line are merged with information from the data source.  

14. Organizations use customized letterheads to print their final mail merge letters.

Ans: True

Difficulty: Easy

Section Ref: Set up a Mail Merge

Explanation: Organizations uses professional letterheads to send letters to their customers and/or clients.  

15. It is a good idea to check for errors before printing letters.

Ans: True

Difficulty: Medium

Section Ref: Execute Mail Merge

Explanation: The user should use the Auto Check for Errors to ensure no errors are detected by Word. If errors are detected, Word will create a new document with reported errors. 

16. Mail merges are useful for creating __________ documents that have the same basic content.

Ans: multiple

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: The main document contains the same information, such as letters and memorandums. 

Ans: main

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: Using Mail Merge requires two documents, one being the main document that contains the same basic content. 

18. You can perform a mail merge by using the Mail Merge __________ pane.

Ans: task

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: The Mail Merge task pane appears to the right of the screen when the user selects the Step by Step Mail Merge Wizard. The Mail Merge task pane displays each step the user needs to take finalize the merge process.

19. You can create a new main document by selecting an option from the __________ Mail Merge menu, then keying your text.

Ans: Start

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: The Start Mail Merge menu provides users an option to select the main document. 

20. When you choose the Step by Step Mail Merge __________ option, the Mail Merge task pane appears.

Ans: Wizard

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: The Step by Step Mail Merge Wizard shows the user the next action to take to complete the mail merge process.  

21. Before merging information into a main document, you must connect the document to a data source or a data __________.

Ans: file

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: A data source or data file contains the information and must be connected to the main document before merging.

22. When connecting to a data source, you can type a new list, use an existing list, or select recipients from your __________ contacts.

Ans:  Outlook

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: Word provides three options when connecting a data source to the main document. The user can use the Mail Merge Wizard or select from the menu, Select Recipients.

23. First Name, Last Name, and Email Address are all examples of mail merge __________.

Ans: fields

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation: Fields provide a descriptive name for the data source 

24. Mail merge fields are surrounded by __________.

Ans: chevrons (<<   >>)

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: Chevrons are displayed at the beginning and end of the field code and are placeholders for the data source. Chevrons will not display in a document when the document is merged. 

25. You can preview merged documents by clicking the Preview __________ button.

Ans: Results

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation:  The Preview Results button allows users to preview the document before finalizing the merge. 

26. Clicking the __________ & Merge button will display a menu of choices for completing the mail merge.

Ans: Finish

Difficulty: Hard

Section Ref: Execute Mail Merge

Explanation: The Finish & Merge button allows users to produce the final document in a new document, send directly to the printer or by email.

27. List at least three types of mail merge documents you can create using the Mail Merge task pane.

Ans: Student answers will vary, but may include letters, e-mail messages, envelopes, labels, and directories.

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: The main document should first be selected when identifying the type of document to begin the mail merge process.

28. What must you do before you can merge information into a main document?

Ans: Connect the document to a data source or data file.

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: The main document must be associated to the data source before merging. The document cannot be merged without selecting the recipient’s list.

29. What symbols are placed around mail merge fields?

Ans: chevrons (<<   >>)

Difficulty: Medium

Section Ref: Set up a Mail Merge

Explanation:  Chevrons identify where the fields begin and end and the field code is recognized  by Word within the chevrons. 

30. What options does Word provide for connecting to a data source?

Ans: type a new list, use an existing list, or select recipients from Outlook contacts

Difficulty: Hard

Section Ref: Set up a Mail Merge

Explanation: Word provides three options for user to associate the main document with a data source.

31. After you have prepared your merge fields, you are nearly ready to complete the mail merge. What step should you complete first? Why is this step useful?

Ans: Before completing the mail merge process, you should preview the merged documents. You can review each document individually, or you can use the Auto Check for Errors command to check for mail merge errors.

Difficulty: Hard

Section Ref: Execute the Mail Merge

Explanation: Previewing your merged documents provides you with an opportunity to make necessary changes before finalizing the mail merge.