Chapter 4
Word Processor: Mail Merge
Class 6 - APC Understanding Computer Studies
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
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.
