Import, Export, and Mail Merge

Question 1

Define import

Answer 1

To bring a file from a different program into the one you’re using

Question 2

Define export

Answer 2

To save a file in a way that a different program can use it

Question 3

Define importing

Answer 3

When an application is able to read a file created by another application

Question 4

True or false
Media players can read all kinds of movie file formats

Answer 4

True

Question 5

Define exporting

Answer 5

The ability of one application to convert a file into another format than the one it’s currently in.

Question 6

Give two examples of exporting data

Answer 6

Backup data in a program or database, moving data from one program to another

Question 7

Define mail merge

Answer 7

A feature within most data processing applications that enables users to create a similar document sent to multiple recipients.

Question 8

Give five uses of mail merge

Answer 8

Writing letters to customers to inform them on something, mail shots() , invoices , bulk emails , labels

Question 9

Give four benefits of mail merge (attempt to recall all six)

Answer 9

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

Question 10

To perform a mail merge you will need to create two documents. What are the names of these two documents?

Answer 10

Main Document & Data Source

Question 11

Define “Main Document”

Answer 11

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

Question 12

What is another name for placeholders?

Answer 12

merge fields

Question 13

What is another name for the “Data Source” document?

Answer 13

recipient list

Question 14

Define placeholders

Answer 14

Placeholders tell Word where in the document to include information from the data source

Question 15

Steps to mail merging?

Answer 15

• 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

Question 16

To add address fields when mail merging what button should you click?

Answer 16

The address block button

Question 17

Define Data Source document

Answer 17

A document, spreadsheet, or database that contains personalized information such as names, addresses and phone numbers.

Question 18

4 main steps in creating mail-merged letters

Answer 18

Create the data source
Write the letter
Link the letter and the data source
Perform the mail merge

Question 19

What wizard can be used to create a mail merge operation and through which application is it available?

Answer 19

The Microsoft Word Mail Merge Wizard which is available from Access

Question 20

Steps to use Mail Merge in MS word?

Answer 20

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.

Question 21

Steps to inserting merge fields?

Answer 21

• 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.

Question 22

Define ‘Mail Shots”

Answer 22

sending out a survey to a large number of people

Question 23

What are invoices used for?

Answer 23

setting reminders of overdue payments to a large number of customers

Question 24

purpose of bulk emails?

Answer 24

Bulk emails are used so that Form letters can be emailed to multiple recipients

Question 25

purpose of labels?

Answer 25

used to create envelops and labels in bulk

Question 26

Benefits of mail merging?

Answer 26

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

Question 27

To perform a mail merge you need to create two documents, what are they?

Answer 27

Main Document & Data Source

Question 28

another name for merge fields?

Answer 28

placeholders

Question 29

What is the main document?

Answer 29

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.

Question 30

Give four examples of a main document

Answer 30

1) form letter
2) label
3) email
4) directory

Question 31

Give another name for the Data Source

Answer 31

the recipient list

Question 32

What is a Data Source

Answer 32

a document, spreadsheet or database that contains personalized information such as names, addresses and phone numbers

Question 33

What do placeholders?

Answer 33

they tell word where in the document to include information from the data source

Question 34

What are the four main steps to creating mail merged letters?

Answer 34

1) Create the data source
2) Write the letter
3) Link the letter and the data source
4) Perform the mail merge

Question 35

Steps to the mail merge process?

Answer 35

1) Choose the document type
2) Select your recipients
3) Write & Insert fields
4) Preview Results
5) Finish & Merge

Question 36

What is another query design that could be used other than the two main ones?

Answer 36

Microsoft Word Mail Merge Wizard

Question 37

What are the six main steps to com