6b Mail Merge ***

Question 0

Describe two advantages of using mail merge for producing the letters to customers.(4 marks)

Answer 0

2 from, 1st for identification, 2nd for description/ exemplification/example:
Allows one letter to be created and the rest automatically generate (1) faster to produce mass mailing (1)
Only one letter needs to be error checked (1) less chances of mistakes (1)
Data source can be reused/used for different purposes (1) time saving (1)
Data source only needs checking for accuracy once (1) letters go to correct places (1)

Question 1

The company will use mail merge to produce the letters.

Identify the steps, in order, involved in creating a mail merge.(3 marks)

Answer 1

3 from:
Create data source (1)/Create letter (1) Link data source (1)
Insert merge fields FROM data source (1) Check merge fields with data/preview (1) Complete merge (1)

Question 2

The company wants to use mail merge to send a letter to all its customers notifying them of the move to new premises.
(a) Identify two merge fields which could be placed into the letter.( 2 marks)

Answer 2

2 from, eg
Salutation (1)
Address/Town (1)
Address/County (1)
Address/Postcode (1)
Name/Forename (1)
Name/Surname (1)
Company Name (1) (where letter is being sent)

Question 3

Give two advantages of using mail merge to produce the letters (2 marks)

Answer 3

2 from:
No need to recreate data source (1)
Only need to produce one master letter (1)
Only need to proof read one letter (1)
Faster to produce the letters (1)
Can select who does and who doesn’t receive a letter (1)

Question 4

dentify the steps that must be completed to create the mail merge (4 marks)

Answer 4

4 from
Create/select data source (1) Create/select template letter (1)
Insert merge/word fields (1) Preview merge/complete/print (1).
Must be in order = first or second can be [4] alternated
Then third
And one form last

Question 5

Sander and Son want to personalise the brochures and have been told they can do this by mail merge.
Describe two other advantages of using mail merge in the brochures.(4 marks)

Answer 5

2 from, 2 marks each eg: 4 Single data source can be used (1) does not require it to be
created specially (1)
Codes can be used/if/next (1) to select individuals to send the
material to (1)
Standard letter less likely to have errors (1) only needs to be checked once (1)
Speeds up creation (1) allows other work to be done in same time (1)
Maintains consistency of letters (1) by setting up the layout once (1)