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Chapter 4

Word Processor: Mail Merge

Class 6 - APC Understanding Computer Studies


State True or False

Question 1

Mail Merging means keeping a number of documents together in a file.
False

Question 2

In Mail Merge, the document containing the common text is called the main document.
True

Question 3

The mail merge process is completed in six different steps.
True

Question 4

The current document opened in MS Word can be used in the Mail Merge process.
True

Question 5

In Mail Merge, multiple copies of the merged document can't be printed.
False

Choose the correct options

Question 1

You can start 'Mail Merge' by clicking on the .......... option in the Ribbon.

  1. Insert
  2. Mailings ✓
  3. Review
  4. None

Question 2

In MS Word, the 'Print' option is available in ..........

  1. Backstage View
  2. File ✓
  3. Home
  4. All of the above

Question 3

By default, the system prints .......... copy/copies of the merged document.

  1. one ✓
  2. five
  3. six
  4. none

Question 4

In the first step of the Mail Merge Wizard, you need to select the ..........

  1. recipients' list
  2. starting document
  3. document type ✓
  4. none

Question 5

In Mail Merge, the list of recipients can be edited in the .......... window.

  1. Save address list
  2. Mail Merge Recipient ✓
  3. New Address List
  4. none

Fill in the blanks

Question 1

Mail Merge is the process of combining a formal letter with the contents of a database.

Question 2

The database document contains the names and addresses of the recipients of formal letters.

Question 3

The Merge to New Document window is displayed when we click on 'Edit Individual Letters' in the last step of the Mail Merge process.

Question 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.

Question 5

In Mail Merge, the list of recipients can be saved in the Save Address List window.

Match the following

Question 1

Column AColumn B
Main DocumentViewing individual letters
Recipients' Entry ListMail Merge Recipients
Preview LetterMerged letter
Edit Recipients' ListBody of the letter
Complete the MergeNew Address List

Answer

Column AColumn B
Main DocumentBody of the letter
Recipients' Entry ListMail Merge Recipients
Preview LetterViewing individual letters
Edit Recipients' ListNew Address List
Complete the MergeMerged letter

List the six different steps

Question 1

List the six different steps of the Mail Merge Wizard.

Answer

  1. Select document type
  2. Select starting document
  3. Select recipients
  4. Write your letter
  5. Preview your letters
  6. Complete the merge

Short Answer Questions

Question 1

What is Mail Merge?

Answer

Mail Merge is a special feature of MS Word that helps to create multiple individual letters using a data list.

Question 2

Define data source.

Answer

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.

Question 3

What is meant by main document?

Answer

Main document is the document which contains text and graphics. It may be a formal or an official letter.

Question 4

Name the two types of documents that are required in the Mail Merge process.

Answer

The two types of documents that are required in the Mail Merge process are:

  1. Main Document
  2. Data source

Long Answer Questions

Question 1

What are the advantages of Mail Merge?

Answer

The advantages of Mail Merge are as follows:

  1. The Mail Merge feature makes it easy to send the same letter to a large number of people.
  2. By using Mail Merge, we don’t have to type each recipient’s name separately in each letter.
  3. We need to proofread only the main document.
  4. It is economical and saves a lot of time.
  5. It is one of the fastest ways to produce hundreds of personalised letters.
  6. It is easy to edit the letter as a single change made in the main letter will be reflected in the letters meant for all other recipients.

Question 2

How will you create a list of recipients during the Mail Merge process? Explain.

Answer

To create a list of recipients during the Mail Merge process, we follow 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 'Customize Columns' which displays the 'Customize Address List' window on the screen.

Step 4: A list of 'Field Names' appears in this window. We can delete the fields which are not required by using the 'Delete' option. Thus, a customized address list can be created as per our requirement.

Step 5: Finally click 'OK' and the customized 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'.

The data file is saved.

Question 3

Mention all the steps to be followed to print a merged document.

Answer

To print a merged document, 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.

The merged document will be printed.

Question 4

Explain the process of merging the main document with the list of recipients.

Answer

To merge the main document with the list of recipients, follow these 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.

The main document will be merged with the list of recipients.

Question 5

Write all the steps to insert field values (say: name, address and pin code) in the main document.

Answer

To insert field values in the main document, follow these steps:

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 'Database Field'. 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 the name.

Step 5: Select the 'Name' from the 'Database fields' 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 fields' 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 fields' in the 'Insert Merge Field' window and click the 'Insert' button.

The field values (name, address and pin code) will be inserted in the main document.

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