Answer key

Prepared by: learnloophq@gmail.com

Last edited 10 days ago by Learn LoopHQ.

Chapter: 04. Word Processor Mail Merge

⁠

Section A: Multiple Choice Questions

b. To create personalized letters for many people

c. Mailings

c. Address Block

c. Data Source

c. Type a New List

Section B: Fill in the Blanks

Mail Merge

Main Document

My Data Sources

Greeting Line

Merged Document

Section C: True or False

Section D: Short Answer Questions

The three main components required for Mail Merge are the Main Document, the Data Source, and the Merged Document.

The first step is to type the common content of your invitation or letter in Microsoft Word, without including any personal details like names or addresses.

The “Preview Results” command allows you to see how your personalized letters will look by replacing the merge field placeholders with actual data from your recipient list before you print or finalize them.

Section E: Diagram-Based Question

The Main Document acts as the template for the letter, containing all the text that is the same for everyone. The Data Source is a separate list that holds all the unique information, like names and addresses, for each person. When these two are combined through the Mail Merge process, they create the Merged Document, which is a set of individualized letters, each with the common text and personalized details.

Section F: Long Answer Question

Four advantages of using Mail Merge are:

Saves time and effort: You only need to type the main message once, even if you are sending it to hundreds of people.

Allows quick changes: If you need to update any common information, you change it in one place (the Main Document), and it updates for all letters.

Ensures consistent format: All the personalized documents will have the same professional appearance and layout.

Enables personalization: Each document can be customized with specific details like names and addresses, making it more relevant and special for the recipient.

Section G: Application-Based Question

The school should use the Mail Merge feature. It is the best choice because it allows them to create one main report template and combine it with a data source containing each parent’s name, child’s name, and grades. This will efficiently generate 200 personalized reports without typing each one individually, saving a significant amount of time and ensuring all reports are formatted consistently.

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