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Lesson 11

Answer Key
Knowledge Assessment
True / False
Circle T if the statement is true or F if the statement is false.
T F 1. The main document does not contain the same text or graphics for each
merged document.
Ans: F
Section Ref: Set Up Mail Merge
Difficulty: Easy
Explanation: A main document contains the same information for each
recipient receiving the letter whether it is text or a graphic inserted in the
document. The main document must contain the field codes for the
Address block and Greeting line. Setting up a main document will allow
the user to use the same document again and this is set up using the step
by step mail merge wizard or manually.

T F 2. The data source is a file that contains the information to be merged into a
document, for example, names and addresses.
Ans: T
Section Ref: Set Up Mail Merge
Difficulty: Medium
Explanation: A data source contains fields that merge with the main
document.

T F 3. Mail merge fields are inserted in a document using a data source file.
Ans: T
Section Ref: Set up a Mail Merge
Difficulty: Easy
Explanation: The data source file contains fields that are inserted and
merged with a document such as, the <<Address block>>. The field,
<<Address block>> does not display the recipient’s information until the
user preview’s the document or merges the document.

T F 4. It is a good practice to check for errors before completing the merge


process.
Ans: T
Section Ref: Execute Mail Merge
Difficulty: Easy
Explanation: Word provides an Auto Check for Errors command. Users
need to check before finalizing the merge process to ensure the fields are
in the correct position of the letter.

T F 5. Word makes it easy to use an existing list of recipients in a new mail merge
document.
Ans: T
Section Ref: Set up Mail Merge
Difficulty: Easy
Explanation: Opening an existing data source file using the step by step
Wizard or completing it manually are two options provided by Word.
Users also have an option to key a new recipient’s list or use their contacts
list from their Outlook account to open as a data source.

T F 6. The Address Block will also include the Greeting Line.


Ans: F
Section Ref: Set up a Mail Merge
Difficulty: Easy
Explanation: These two field code perform two different actions. The
address Block will display the fields for the title, first name, last name,
mailing address, city, and state zip code. If the user has customized the
fields then the other fields would be listed.

T F 7. The edit recipient’s list allows you to make changes to the list of recipients
and decide which one will receive your letter.
Ans: T
Section Ref: Set up a Mail Merge
Difficulty: Medium
Explanation: Editing a recipient’s list allows you to decide who will
receive a letter, placed the listing in order by postal code, ascending order
by name, city, and state.

T F 8. Fields correspond to the column heading in the data file.


Ans: T
Section Ref: Set up a Mail Merge
Difficulty: Hard
Explanation: Fields identify the heading of the column in the recipients
list, i.e, first name, last name, address, city, state, zip code, etc.

T F 9. Word generates a copy of the main document for reach record when you
perform a mail merge.
Ans: T
Section Ref: Set up a Mail Merge
Difficulty: Easy
Explanation: Word will generate the merge document for each record
when users select the All radio button when performing the final merge.
All records will be produced in a new document screen after the selection
is made.

T F 10. You cannot preview a document before merging.


Ans: F
Section Ref: Execute Mail Merge
Difficulty: Easy
Explanation: Word allows you to preview the document and check for
errors before printing.

Multiple Choice
Select the best response for the following statements.
1. Which tab contains the commands used to perform mail merges?
a. Merge
b. Mailings
c. Mail Merge
d. Insert
Ans: b
Section Ref: Set up a Mail Merge
Difficulty: Easy
Explanation: The Mailings tab has all commands needed to perform mail
merge manually and using the Mail Merge Wizard.

2. What is the first step in performing a mail merge?


a. Set up the main document
b. Insert merge fields
c. Preview the results
d. Select the recipients
Ans: a
Section Ref: Set up Mail Merge
Difficulty: East
Explanation: Setting up the main document is the first step in performing a
mail merge wizard.

3. Which type of document can be merged with a data source file?


a. Letter
b. Label
c. Envelope
d. All of the above
Ans: d
Section Ref: Set up Mail Merge
Difficulty: Easy
Explanation: Any type of document can be merged with a data source file.
Once a document is set up, then the user adds the fields in the appropriate
line of the document.

4. Which is NOT an option for selecting a list of recipients for the mail merge?
a. Download from an online directory
b. Type a new list
c. Use an existing list
d. Use your Outlook contacts
Ans: a
Section Ref: Set up Mail Merge
Difficulty: Easy
Explanation: Selecting a recipients list can be a new listing, an existing
list, from Outlook contacts, Excel spreadsheet, an Access database, HTML
file, a Word document with a single table, and electronic address book or
any text file that has data.

5. To merge information into your main document, you must first connect the
document to a(n)
a. Address validator
b. Form letter
c. Data source
d. Website
Ans: c
Section Ref: Set up Mail Merge
Difficulty: Medium
Explanation: A main document must also be associated with a data source
file. Without the data source file, the document cannot be merged.

6. When mail merge fields have been inserted into a document, Word will
automatically replace them with information from a data source when the
a. Main document is saved
b. Recipients are selected
c. Merge fields are inserted
d. Mail merge is performed
Ans: d
Section Ref: Set up Mail Merge
Difficulty: Easy
Explanation: Fields codes such as Address Blocks will automatically add
the records when previewing and when the merge is complete.
7. Mail merge fields are enclosed by
a. Quotation marks (“ ”)
b. Chevrons (<< >>)
c. Apostrophes (‘ ’)
d. Brackets ([ ])
Ans: b
Section Ref: Set up Mail Merge
Difficulty: Hard
Explanation: Chevrons << >> encloses the field name, in this case
Address Block and Greeting lines. Last Name, First Name, Address Line
1, City, State, and Zip Code would be enclosed in chevrons if fields were
inserted individually.

8. When previewing the mail merge document, Word replaces the merge fields with
a. Sample data
b. Blank spaces
c. Actual data
d. Highlighted headings
Ans: c
Section Ref: Executive Mail Merge
Difficulty: Easy
Explanation: Previewing the mail merge document allows users to see the
document and decide if formatting changes are needed.

9. When a user selects the Current Record under the Finish & Merge menu, which
document will appear in a new document screen?
a. All documents
b. From where your insertion point is placed in the main document
c. Record 1 and 3
d. It will not appear in a new document screen
Ans: b
Section Ref: Set up Mail Merge
Difficulty: Medium
Explanation: To produce the Current Record, the user must click on the
Preview Results button first, and locate the document by using the arrow
keys on the Preview group, then click on the Finish & Merge button. The
current record will display in a new document screen.

10. When you save the main document, you also save
a. All the data in an Excel spreadsheet
b. Any other open file
c. The default return address for Word
d. Its connection to the data file
Ans: d
Section Ref: Set up Mail Merge
Difficulty: Medium
Explanation: The main document and data source are saved together. You
can save the main document as a separate file and use with another data
source.