EXERCISE
Objective
I. State
whether the following statements are True/False:
1. Mail Merging means keeping a number of documents together
in a
file. (FALSE)
2. In Mail merge the document containing the common text is
called
the main document. (TRUE)
3. The Mail Merge process is completed in six different steps.
(TRUE)
4. The current document opened in MS Word can be used in the
Mail
Merge process. (TRUE)
5. In Mail Merge, multiple copies of the merged document
can’t be
printed. (FALSE)
II. Choose the correct option:
1. You can start Mail Merge by clicking on the _________
option in the
ribbon.
(a) Insert (b) Mailing (c) Review (d)
None
2. In MS Word, the ‘Print’ option is available in
___________.
(a) Backstage view (b) File (c) Home (d)
All the above
3. By default the system prints _________ copy/copies of the
merged
document.
(a) one (b)
five (c) six (d) none
4. In the first step of the Mail Merge wizard, you need to
select the _____
(a) recipient’s list (b)
starting document
(c) document type (d)
none
5. In Mail Merge the list of recipients can be edited in the
_________
window.
(a) Save address list (b)
Mail Merge Recipient
(c) New Address List (d)
none
III. Fill in the blanks:
1. The Mail Merge is the process of combining a formal letter with the
Contents of a database.
2. The database
contains the names and addresses of the recipients of
formal letters.
3. The Merge to New Document window is displayed when we click on
‘Edit Individual Letters’ in the last step of Mail Merge
process.
4. The New Entry
option allows to enter the details of the recipients in the
New Address List as soon as one entry is completed.
5. In Mail Merge the list of recipients can be saved in the Save Address List
window.
IV. Match the following:
Column A Column B
1. Main Document (a)
Viewing Individual letters
2. Recipient’s Entry list (b)
Mail Merge Recipients
3. Preview Letter (c)
Merged letter
4. Edit Recipient’s List (d)
Body of the letter
5. Complete the Merge (e)
New Address List
Ans. 1(d), 2(b), 3(a), 4(e), 5(c)
V. List the six different steps of the Mail
Merge Wizard.
(a) Select document type (b) Select starting document
(c) Select recipients (d)
Write your letters
(e) Preview your letters (f) Complete the merge
Subjective
I. Short Answer Questions:
1. What is Mail Merge?
The Mail Merge is the process of combining a formal letter
with the
contents of a database, usually name and address list.
2. Define data source.
Data source is the file which contains the names and
addresses of
different friends or persons. It can be a word document with
tables or
an excel file.
3. What is meant by main document?
It is the document which contains text and graphics. It may
be a formal
or an official letter.
4. Name the two types of documents that are
required in the Mail Merge
process.
The two types of documents required in the Mail Merge process
are
(a) Main document (b)
Data source
II. Long Answer Questions:
1. What are the advantages of Mail Merge?
The advantages of Mail Merge are as follows.
i) The Mail Merge feature makes it easy to send the same
letter to a
large number of people.
ii) By using Mail Merge, we don’t have to type each
recipient’s name
separately in each letter.
iii) We need to proofread only the main document.
iv) It is economical and saves a lot of time.
v) It is one of the fastest way to produce hundreds of
personalised letters.
vi) It is easy to edit, because a single change made in the main
letter will
be reflected in all the letters.
2. How will you
create a list of recipients during the Mail Merge process
Explain?
We can create a list of recipients during the Mail Merge
process by
following these steps.
Step 1: Click on the ‘Type a new list’ from the Mail Merge
pane.
Step 2: Click on ‘Next: Write your letter’ or click on
‘create’ from the
Mail Merge pane. It will show the ‘New Address List’ window
on
the screen.
Step 3: Click on the ‘Customise Columns’ which displays the
‘Customize
Address List’ window on the screen.
Step 4: A list of ‘Field Names’ appear in this window. We can
delete the
fields which are not required by using the ‘delete’ option.
Thus a
customised address list can be created as per our
requirement.
Step 5: Finally click ‘OK’ and the customised address list is
ready.
Step 6: Now enter the name and address in the space provided
in the
‘New Address List’.
Step 7: Click on the ‘New Entry’ option as soon as you
complete one
entry.
Step 8: Finally click ‘OK’. It indicates that all the entries
have been
written in the ‘New Address List’.
Step 9: After clicking ‘OK’ the ‘Save Address List’ window
appears on
the screen. It indicates to save the data file.
Step 10: Enter a suitable name in the space provided and
finally click
on ‘Save’.
Thus the data file is saved and it further shows a ‘Mail
Merge Recipient’
box on the screen. You can see the details of the recipients
now.
3. Mention all the steps to be followed to
print a merged document.
To print a merged document we have to follow these steps.
Step 1: Click the ‘File’ Button.
Step 2: Select and click the ‘Print’ option from the
drop-down menu.
Step 3: Click ‘Printer Properties’ and select the printer
attached to your
system.
Step 4: Under the ‘Settings’ select ‘Print All Pages’ and the
number of
copies.
Step 5: Finally click the ‘Print’ button.
Thus the merged document will be printed.
4. Explain the process of merging the main
document with the list of
recipients.
To merge the main document with the list of recipients we
have to
perform the following steps.
Step 1: Click on ‘More items’ in the Mail Merge pane.
Step 2: An ‘Insert Merge Field’ window appears on the screen.
It
contains all the selected fields.
Step 3: Click on ‘Database Fields’.
Step 4: Now set the position of the cursor where you want to
insert the
field values in the document.
Step 5: Click ‘Insert’ to place the field values at that
position.
Step 6: Press the ‘Enter’ key and continue the process for
the rest of the
field values.
Step 7: Finally click on the ‘Close’ button.
Step 8: Click on ‘Next: Preview your letters’ from the lower
part of the
Mail Merge pane. You will find that the main document has
been
merged with the list of recipients.
5. Write all steps to insert the field values (
say: name, address and pin
code) in the main document.
The following steps shall be performed to insert the field
values ( say:
name, address and pin code) in the main document.
Step 1: Click on ‘More items’ in the Mail Merge pane.
Step 2: An ‘Insert Merge Field’ window appears on the screen.
Step 3: Click on the ‘database Fields’. It contains all the
selected fields.
(say: name, address and pin
code)
Step 4: Set the position of the cursor where you want to
insert these
Values.
Step 5: Select the ‘Name’ from the ‘Database’ field in the
‘Insert Merge Field’ window and click the ‘Insert’ button.
Step 6: Set the position of the cursor where you want to
insert the address.
Step 7: Select the ‘Address’ from the ‘Database’ field in the
‘Insert Merge Field’ window and click the ‘Insert’ button.
Step 8: Set the position of the cursor where you want to
insert the
pin code.
Step 9: Select the ‘Pin code’ from the ‘Database’ field in
the
‘Insert Merge Field’ window and click the ‘Insert’ button.
Thus the field values ( name, address and pin code) will be
inserted in
the main document.
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Extra
Questions and Answers
A. Objective Questions
I. Fill in the blanks.
a) Mail Merge is a
special feature in MS word that helps to create multiple
individual letters using a data list..
b) In Mail Merge the main document is also known as
a formal or an official letter .
c) In Mail Merge we need to proofread only the main document.
d) The ‘Start Mail Merge’ option comes under the ‘Mailings’ tab.
e) The process of Mail Merge begins by selecting the
‘Step-by-step Mail Merge Wizard’ from the drop-down list.
f) By clicking on the ‘Customize Columns’ the ‘Customize Address List’
window displays on the screen.
g) A list of ‘Field Names’ appears in the ‘Customize Address List’
window.
h) After clicking on ‘OK’ in the ‘New Address List’ window
the
‘Save Address List’ window appears on the screen.
i) You can see the details of recipients in the ‘Mail Merge Recipient’ box.
j) By clicking on the ‘More items’ in the Mail Merge pane the
‘Insert Merge Field’ window appears on the screen.
k) You can select the printer attached to your system by
clicking on the
‘Printer Properties’.
l) You can preview all your letters in the Mail Merge pane by
using the
(>>) and (<<)
button.
m) You can use the >> button to view the next letter and << button to view
the previous letter.
n) To place the field value in the cursor position, you have
to select the
‘Insert’ Button.
o) You need to press the Enter
key to insert the position of each field in the
main document.
Subjective
I. Short Questions and Answers.
a) Where the address list is saved by default?
Address list is a database which is by default saved in a
database
package .
b) What a database document contains?
The database document contains the names and addresses of the
recipients of formal and informal letters.
c) What do you mean by Merged Document?
When the main documents takes one entry from the database to
make a complete formal letter, it is known as Merged
Document.
d) How is a field value indicated when it is
inserted in a main document?
What is the default extension used for MS Word
file?
When a field value is inserted in the main document is
indicated within
the << field name >> sign. For example if will
insert name as the field
value it will be indicated as << name >>.
The default extension used for MS Word file is .docx
II. Long questions and answers.
a) Write the steps to begin the process of Mail
Merge.
The following steps are to be performed to begin the process
of Mail
Merge.
Step 1: Open a blank document in MS Word.
Step 2: Write the main letter that is to be
sent to friends or relatives.
Step 3: Save the file with a suitable name.
Step 4: Click on ‘Mailing’ and then on
‘Start Mail Merge’.
Step 5: Select ‘Step-by-step Mail Merge Wizard’
from the drop-down list.
Thus the process of Mail Merge begins.
b) Write the steps to save the merged document.
Following steps are to be performed to save a merged
document.
Step 1: Click on the ‘File’ button.
Step 2: Select the ‘Save As’ option.
Step 3: Enter the file name in the space
provided in the ‘Save As’
window.
Step 4: Click ‘Save’.
Thus the merged document is saved and can be used in the
future.
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