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

Answer

Mailings

Reason — To start Mail Merge, click 'Mailings' tab, then click 'Start Mail Merge'. From the
drop-down menu select 'Step by step Mail Merge Wizard'.

Question 2

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

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

Answer

File

Reason — To Print a document, click on the File then Print.

Question 3

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

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

Answer

one
Reason — Default number of copies is one.

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

Answer

document type

Reason — Selecting the document type is the first step in the Mail Merge Wizard.

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

Answer

Mail Merge Recipient

Reason — List of recipients is edited in the 'Mail Merge Recipient' window.

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

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 A Column B

Main Document Viewing individual letters

 Column A Column B

Recipients' Entry List Mail Merge Recipients

Preview Letter Merged letter

Edit Recipients' List Body of the letter

Complete the Merge New Address List

Answer

Column A Column B

Main Document Body of the letter

Recipients' Entry List Mail Merge Recipients

Preview Letter Viewing individual letters

Edit Recipients' List New Address List

Complete the Merge Merged letter

List 6 steps of Mail Merge Wizard

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
Case-Study Based Questions
Question 1

Mail Merge is a technique to create a document (letter, notice, invitation, etc.) along with a
database containing the names and addresses of different people. The document is merged with
the database to print the common message with the name and address of each person. Based on
the above discussion, answer the following questions:

(a) What will be the extension of the database file?

(b) Name the tab you should click on the ribbon to start Mail Merge.

(c) How many steps are there to perform the Mail Merge?

(d) What will you do with merged file, if it is not to be printed immediately?

Answer

(a) .mdb

(b) Mailings

(c) 6 steps

(d) The merged document can be saved as a word document, if it is not to be printed
immediately.

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 option 'Print' from the Mail Merge pane which displays the 'Merge to Printer'
window.

Step 2: Choose an appropriate option (say, 'All' to print records).

Step 3: Click 'OK' and the 'Print' window appears on the screen.

Step 4: Click 'Find Printer' option to select the printer to set with your computer (if not done).

Step 5: Select 'Page range' (if any) and click 'OK'.

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.