NIOS CLASS 10 DATA ENTRY OPERATION Lesson 5 Mail Merge

 

Lesson 5

Mail Merge

INTEXT QUESTIONS

1. What is the difference between main document and merge document in Main Merge?

Ans: In a Mail Merge operation, the personalized document (such as a letter) is called as the main document. When you merge the main document with data source, a third document called merge document will be produced.

2. In Mail Merge, a data source can be created using ——— —— or—————.

Ans: Mail Merge Helper or Word Table.

3. You can merge the data records to—————— or ———.

Ans: A new document or printer.

4. To send the merged documents for electronic mailing, it is necessary that your computer has the ————— connection.

Ans: Internet

5. State True or False

a. Using Word’s Mail Merge features you can merge 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.

Ans: False

b. It is not possible to send the merged documents for fax without Fax machine connected to your computer.

Ans: True

c. The data records created in a worksheet using Excel cannot be used as a data source for Mail Merge.

Ans: False

5.8 TERMINAL QUESTIONS

1. Briefly explain the following: (a) Main document, (b) Data source, and (c) Merge document.

Ans: (a) Main document: The main document is the template that contains the overall structure and formatting of the personalized documents. It includes placeholder fields where data from the data source will be inserted.

(b) Data source: The data source is a file that contains the variable information that will be personalized in the merge documents. It typically contains data fields like names, addresses, or other relevant information.

(c) Merge document: The merge document is the final output of the mail merge process. It is a single document that contains personalized content for each recipient based on the data from the data source

2. Write any two features of Mail Merge.

Ans: 1. Personalize documents: Mail merge allows you to personalize documents, such as letters, emails, labels, and envelopes, with information from a data source. This means that you can send personalized messages to a large number of people without having to type each recipient's information individually.

2. Save time: Mail merge can save you a lot of time, especially if you need to send out a large number of personalized documents. By using mail merge, you can create a single template document and then merge it with a data source to create multiple personalized documents.

3. Explain steps in creating a main document for form letter.

Ans:

      Create a new document and type the standard text that will be common in all form letters.

      Insert merge fields (enclosed in double curly braces) for variable information like recipient names, addresses, and other personalized details.

      Save the main document for further processing.

4. Write steps in editing existing data records in Main Merge.

Ans:

      Open the Mail Merge Wizard.

      Select "Edit Recipients List".

      The data source file will open.

      Make the desired changes to the data records.

      Save and close the data source file.

      Click "OK" to return to the Mail Merge Wizard.

5. How do you create a data source using Word table?

Ans: To create a data source using a Word table, follow these steps:

      Open the Word document containing the table you want to use as the data source.

      Click the "Start Mail Merge" button in the "Mailings" tab.

      Select the "Use an existing list" option and browse to the Word document containing the table you want to use.

      Click the "Open" button. Word will automatically link the table to the mail merge.

      You can now use the mail merge wizard to create personalized documents.

6. Write steps in using Excel worksheet as a data source for your Mail Merge.

Ans:

      Create your Excel worksheet with the recipient data.

      Open a new Word document.

      On the Mailings tab, click Start Mail Merge.

      Choose the type of merge you want to perform (e.g., Letters, Emails).

      Click Select Recipients > Use an Existing List. Browse to your Excel worksheet and click Open.

      In the Confirm Data Source dialog box, make sure MS Excel Worksheets via DDE (*.xls) is selected and click OK.

      If your worksheet contains multiple tabs, select the tab that contains the recipient data and click OK.

      Word will display the Mail Merge Recipients dialog box.

      You can refine the recipient list here, such as excluding certain recipients or filtering based on specific criteria. Click OK to proceed with the mail merge.