Podcast
Questions and Answers
What is the purpose of the Mail Merge feature in Word?
What is the purpose of the Mail Merge feature in Word?
What are the three types of documents required for Mail Merge?
What are the three types of documents required for Mail Merge?
Main Document, Data Source, Merge Document
What is the first step in the Mail Merge Wizard?
What is the first step in the Mail Merge Wizard?
Select Document Type
Which option allows you to use existing data records in Mail Merge?
Which option allows you to use existing data records in Mail Merge?
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The customizable document that contains text and graphics that stay the same for each version is known as the ______.
The customizable document that contains text and graphics that stay the same for each version is known as the ______.
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A Data Source can only be created using Microsoft Word.
A Data Source can only be created using Microsoft Word.
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What needs to be inserted into the main document for Mail Merge to function?
What needs to be inserted into the main document for Mail Merge to function?
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Which tab in Word 2007 activates the Mail Merge features?
Which tab in Word 2007 activates the Mail Merge features?
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In the Mail Merge Wizard, what step follows selecting the document type?
In the Mail Merge Wizard, what step follows selecting the document type?
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What is the difference between main document and merge document in Mail Merge?
What is the difference between main document and merge document in Mail Merge?
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In Mail Merge, a data source can be created using __________ or __________.
In Mail Merge, a data source can be created using __________ or __________.
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You can merge the data records to __________ or __________.
You can merge the data records to __________ or __________.
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To send the merged documents for electronic mailing, it is necessary that your computer has the __________ connection.
To send the merged documents for electronic mailing, it is necessary that your computer has the __________ connection.
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Using Word’s Mail Merge features you can merge an address list in a single letter that can be sent to different people but you cannot insert variable fields in the body text of the letter.
Using Word’s Mail Merge features you can merge an address list in a single letter that can be sent to different people but you cannot insert variable fields in the body text of the letter.
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It is not possible to send the merged documents for fax without a fax machine connected to your computer.
It is not possible to send the merged documents for fax without a fax machine connected to your computer.
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The data records created in a worksheet using Excel cannot be used as a data source for Mail Merge.
The data records created in a worksheet using Excel cannot be used as a data source for Mail Merge.
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Write any two features of Mail Merge.
Write any two features of Mail Merge.
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Explain steps in creating a main document for a form letter.
Explain steps in creating a main document for a form letter.
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Write steps in editing existing data records in Mail Merge.
Write steps in editing existing data records in Mail Merge.
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How do you create a data source using a Word table?
How do you create a data source using a Word table?
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Write steps in using an Excel worksheet as a data source for your Mail Merge.
Write steps in using an Excel worksheet as a data source for your Mail Merge.
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Study Notes
Mail Merge Introduction
- Mail merge is a word processing feature that allows you to personalize documents, such as letters, labels, and envelopes, with data from a separate data source.
- The data source typically contains information like names, addresses, and other details that vary for each recipient.
Objectives of Mail Merge
- Create personalized letters, mailing labels, and envelopes.
- Merge addresses into a generic document.
- Customize mail merge documents.
Types of Documents in Mail Merge
- Main Document: The personalized document that includes text and graphics that stay the same for each recipient.
- Data Source: A file containing the variable information, like names, addresses, etc., that are inserted into the main document.
- Merge Document: The resulting document when the main document and data source are combined.
Mail Merge Wizard
- The Mail Merge Wizard provides a step-by-step approach for creating mail merge documents, including: selecting a main document, choosing a data source, inserting merge fields, and merging the data into the main document.
Selecting a Document Type
- Select the type of main document you want to create, such as Letters, E-Mail Messages, Envelopes, Labels, or Directory.
- Most commonly, the document type is a Letter, but it can be a mailing label, envelope, or other options.
Selecting a Starting Document
- Use the current document: Use the existing Word document as the starting point for your mail merge.
- Start from a Template: Utilize a pre-designed template provided by Word 2007 for your mail merge project.
- Start from an existing document: Choose a previously created mail merge document and modify it as needed.
Creating a Data Source
- Create a data source to store the recipient information that will be merged into your documents.
- Options for creating a data source include:
- Type a new list: Create a new data source within the Mail Merge Wizard, including fields for Title, First Name, Last Name, Company Name, Address, etc.
- Use an existing list: Import an existing data source from a Microsoft Word, Excel, or Access database file.
- Using a Word Table: Create a table in Microsoft Word, with the first row containing field names and subsequent rows containing the data records.
- Using an Excel Worksheet: Create an Excel worksheet with field names in the first row and data records in the following rows.
Merging Documents
- Once the main document and data source are ready, the next steps involve adding merge fields to the main document and merging the data.
- The process includes:
- Inserting an Address Block, which allows selecting individual address fields to be inserted into the main document.
- Saving the merge document, which can be saved as a Word 2007 or Word 97-2003 compatible document.
- Previewing the merged documents before printing the final copies.
Creating Mailing Labels
- Merge an address list with a main document to create mailing labels efficiently, which is a common task in document preparation for mass mailings, invitations, or products. This process allows one to streamline the creation of labels, ensuring accuracy and ease of distribution.
- The process includes:
- Creating a main document by selecting "Labels" from the Start Mail Merge subtask in the Mail Merge Wizard. This step involves navigating through the various options available in the Mail Merge Wizard, which can help guide the user in setting up the formatting and structure of the labels themselves.
- Setting the label format for "Product number," "Printer," and "Label Type" using the Label Options dialog box. It is important to choose the correct specifications to ensure that the labels are printed properly according to the dimensions and requirements of the label sheets being used, which may differ depending on the brand and product.
- Selecting the data source containing the addresses that will be used for the labels. This source could be an Excel spreadsheet, an Access database, or any other compatible data format. Ensuring that the data is well organized before linking it to the main document will help avoid errors during the merge process.
Mail Merge Overview
- Mail Merge is a tool in Microsoft Word to create personalized documents from a main document and a data source.
- The main document is a template with placeholders (merge fields) for data.
- The data source contains the actual data to be inserted into the merge fields.
- The combined output is called a merge document.
Data Source Creation and Usage
- A data source can be created using a new list, an existing list, or Outlook contacts.
- Common data source file formats include Access databases, Excel files, Word files, and Rich Text Format.
- Edit the recipient list to change data records.
- To locate a record, navigate using arrow keys, type the record number, or use the find function.
- Save changes to the data source after editing.
Merge Fields
- Insert merge fields into the main document where you want to include data from the data source.
- Merge fields are selected from the data source’s field names.
- Preview the results to see how the merged document will appear before printing.
- Use the < and > buttons to navigate through different data records in the preview.
Merging and Printing
- Finish & Merge sub-task under Mailings tab allows printing merged documents.
- Print Documents option sends the merged document directly to the printer.
- Mail merge can be used to produce merged documents such as directory lists, invoices, address lists, envelopes, and mailing labels.
Creating Envelopes with Address Lists
- Merge an address list with an envelope document to directly print addresses on envelopes.
- The Envelope Options dialog box allows selecting envelope size, format, and position.
- Customize envelope sizes using the Custom size option.
InText Questions
- There is a difference between the main document and the merge document.
- A data source in Mail Merge can be created using a new list or an existing list.
- Merge data records to a main document or create labels.
- Sending merged documents for electronic mailing requires an internet connection.
- Mail Merge can merge address lists into a single letter, including variable fields in the body text of the letter (False).
- Sending merged documents for fax is possible without a fax machine connected to the computer (True).
- The data records created in an Excel worksheet can be used as a data source for Mail Merge (False).
Terminal Questions
- The main document is the personalized document (like a letter) in a mail merge operation.
- The data source contains the information used to personalize the main document.
- The merge document is created when the main document is merged with the data source.
- Two features of Mail Merge are creating personalized letters with variable fields and generating mailing labels from a database.
- Creating a main document for a form letter involves selecting Mailings → Start Mail Merge and choosing Letter.
- Editing existing data records in Mail Merge involves navigating to the desired record, changing its contents, and saving changes.
- Create a data source using a Word table by converting the table into a mail merge data source.
- Use an Excel worksheet as a data source by selecting Use Existing List and browsing to the Excel file, then defining how to distinguish between data fields and records.
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Description
Explore the concept of mail merge in this quiz, which covers how to create personalized documents like letters, labels, and envelopes using a data source. Understand the types of documents involved, including the main document, data source, and merge documents. Get familiar with the Mail Merge Wizard to streamline your document personalization process.
