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04. Word Processor Mail Merge

Answers to textbook exercises

Prepared by: learnloophq@gmail.com

Last edited 10 days ago by Learn LoopHQ.

Chapter: 04. Word Processor Mail Merge

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One Touch Learn

A. Tick (✓) the correct option.

Which of the following options is used to create an address list?

a. Type a New List

In which of the following groups of the Mailings tab is the Preview Results command present?

b. Preview Results

Which of the following commands is/are used while creating Mail Merge?

d. All of these

In which of the following folders is a Data Source file saved by default?

c. My Data Sources

Which of these commands under the Write & Insert Fields group allows to add individual tags for every field in the letter?

a. Insert Merge Field

B. Write ‘T’ for true and ‘F’ for false.

The Greeting Line command is used to add a greeting line for the addressee.

We cannot see the individual letter after Mail Merge.

We cannot take the print of merged letters.

We can edit the individual letter after merging.

C. Fill in the blanks using the words given below:

Using Mail Merge feature we can send the same letter to a large group of people.

The Main Document contains the text of the letter which we want to send to recipients.

The Start Mail Merge command is present in the Mailings tab.

Address Block command is present in Write & Insert Fields group.

Section B (Subjective)

A. Short answer type questions.

What do you mean by Data Source in Mail Merge?

Data Source is a separate file that contains all the information about the recipients of the letter.

Write the name of the command used to add an address list.

The command used to add an address list is “Select Recipients” (specifically, the “Type a New List” option within it).

Which command is used to see the preview of the merged letters?

The “Preview Results” command is used to see the preview of the merged letters.

B. Long answer type questions.

Write any four advantages of Mail Merge.

Four advantages of Mail Merge are:

It saves time and effort.

It allows you to make changes to several letters very quickly.

It allows you to produce thousands of letters quickly.

It allows you to save the letters as templates for later use.

Each document can be personalised with specific details, like names and addresses, making them more relevant to the recipient.

It ensures all documents have the same format. (Any four from the above list are acceptable)

Write the names of components of the Mail Merge.

The three main components of Mail Merge are:

Main Document

Data Source

Merged Document

What is a merged document?

A Merged Document is the final document created by combining the Main Document and Data Source. It contains a list of letters with the common text and the specific details about each person from the data source.

C. Application-based questions.

Rita needs to send personalised invitation letters to 50 classmates for her school event. She wants to include each classmate’s name and address in the letters without typing each one individually. Which Word feature should Rita use to accomplish this efficiently?

Rita should use the Mail Merge feature in Word to accomplish this efficiently.

Gunjan has created a personalised invitation letters using special feature of MS-Word to invite guests for her parents’ 25th anniversary but she is willing to add a special line for her friends’ group. She intends to change few letters according to her taste. Tell how can she do that?

After creating the personalised invitation letters using Mail Merge, Gunjan can make changes to a few specific letters by using the “Edit Individual Documents” option from the “Finish & Merge” command. This will create a new Word document containing all the merged letters, each on a separate page, allowing her to make individual edits before printing.

Higher Order Thinking Skills (HOTS)

Explain how the third component of Mail Merge contains the first two components?

The third component, the Merged Document, contains the first two components (Main Document and Data Source) by combining them. It takes the standard text and layout from the Main Document and integrates the unique, personalized information (like names, addresses, etc.) from the Data Source into the appropriate places, creating a complete and customized letter for each recipient.

What are the three ways of selecting recipients for Mail Merge?

The three ways of selecting recipients for Mail Merge, as presented in the “Select Recipients” drop-down list, are:

Type a New List…

Use an Existing List…

Choose from Outlook Contacts…

Find 5 terms related to Mail Merge in this grid.

MAIN DOCUMENT (Horizontal, Row 5)

DATA (Vertical, starting D in Row 2, A in Row 3, T in Row 4, A in Row 5)

SOURCE (Vertical, starting S in Row 6, O in Row 7, U in Row 8, R in Row 9, C in Row 10, E in Row 11)

GREETING LINE (Horizontal, Row 9)

ADDRESS BLOCK (Horizontal, Row 12)

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