Import, Export, and Mail Merge Flashcards
Define import
To bring a file from a different program into the one you’re using
Define export
To save a file in a way that a different program can use it
Define importing
When an application is able to read a file created by another application
True or false
Media players can read all kinds of movie file formats
True
Define exporting
The ability of one application to convert a file into another format than the one it’s currently in.
Give two examples of exporting data
Backup data in a program or database, moving data from one program to another
Define mail merge
A feature within most data processing applications that enables users to create a similar document sent to multiple recipients.
Give five uses of mail merge
Writing letters to customers to inform them on something, mail shots() , invoices , bulk emails , labels
Give four benefits of mail merge (attempt to recall all six)
Thousands of letters can be produced quickly, much easier to proofread one letter than thousands of individual letters, a standard letter can be saved and reused, letters can be personalized for individual recipients, the same data source can be reused; reducing the risk of errors, easy to edit a single letter and that change is made on all the other files
To perform a mail merge you will need to create two documents. What are the names of these two documents?
Main Document & Data Source
Define “Main Document”
the document that contains all the text that is the same for all the recipients and also has the placeholders that allows us to insert the personalized information from a data source
What is another name for placeholders?
merge fields
What is another name for the “Data Source” document?
recipient list
Define placeholders
Placeholders tell Word where in the document to include information from the data source
Steps to mail merging?
- Click on the mailings tab, press ‘Start Mail Merge’
- Select document type
- Click : Next Starting Document
- Use the current document or create a new one
- Click Next: Select Recipients
- Under that, Use an existing list
- Click Browse
- Locate your file in the dialog box then click Open
- In the Mail Merge Dialog Box, Click Next : Write your letter (if it was not done before)
- Insert Merge Fields in the document
- Click Next : Complete the merge
To add address fields when mail merging what button should you click?
The address block button
Define Data Source document
A document, spreadsheet, or database that contains personalized information such as names, addresses and phone numbers.
4 main steps in creating mail-merged letters
Create the data source
Write the letter
Link the letter and the data source
Perform the mail merge
What wizard can be used to create a mail merge operation and through which application is it available?
The Microsoft Word Mail Merge Wizard which is available from Access
Steps to use Mail Merge in MS word?
Open an existing Word Document, or create a new one
Click on the Mailings Tab
Click the Start Mail Merge command
Select the Step by Step Mail Merge Wizard.
Steps to inserting merge fields?
- Place the insertion point in the document where you want the information to appear
- Select Address Block
- Depending on your selection, a dialog box may appear with various options. Select the desired options then click OK.
- Then a placeholder should appear in your document
- Then repeat to continue entering information.
Define ‘Mail Shots”
sending out a survey to a large number of people
What are invoices used for?
setting reminders of overdue payments to a large number of customers
purpose of bulk emails?
Bulk emails are used so that Form letters can be emailed to multiple recipients
purpose of labels?
used to create envelops and labels in bulk
Benefits of mail merging?
1) thousands of letters can be produced quickly
2) it makes it much easier to proof read one letter than thousands of individual letters
3) a standard letter can be saved an reused
4) letters can be personalized for individual recipients
5)The same data source can be reused which reduces the risk of errors
6)makes it easy to edit a single letter and that change is made on all the other letters
To perform a mail merge you need to create two documents, what are they?
Main Document & Data Source
another name for merge fields?
placeholders
What is the main document?
the document that contains the text that is the same for all the recipients and also has the placeholders that allows us to insert the personalized data from a data source.
Give four examples of a main document
1) form letter
2) label
3) email
4) directory
Give another name for the Data Source
the recipient list
What is a Data Source
a document, spreadsheet or database that contains personalized information such as names, addresses and phone numbers
What do placeholders?
they tell word where in the document to include information from the data source
What are the four main steps to creating mail merged letters?
1) Create the data source
2) Write the letter
3) Link the letter and the data source
4) Perform the mail merge
Steps to the mail merge process?
1) Choose the document type
2) Select your recipients
3) Write & Insert fields
4) Preview Results
5) Finish & Merge
What is another query design that could be used other than the two main ones?
Microsoft Word Mail Merge Wizard
What are the six main steps to com
