Mail merge in word class 8

    Computer Science
    Class - 8
    Chapter- 6
    Mail Merge in Word

    A. True or False.

    1. The mail merge feature requires three documents to complete the task. FALSE

    2. The result of the mail merge operation is called form letter. TRUE

    3. Excel worksheet or Access database table can be used as a data source file. TRUE

    4. While performing mail-merge, you cannot create a new list of recipients. FALSE

    5. The merged document can be saved for future use. TRUE

    6. Mail Merge option is available on the layout tab. FALSE

    7. Mail Merge process can be divided into four steps. TRUE

    B. Fill in the Blanks:

    1. The main document contain the matter which is to remain same for all the recipients.

    2. A data source that contains the information for different recipients.

    3. You required two documents to use the mail merge feature of Word.

    4. You can recognize a merge field by the (<<, >>) symbols that surround it.

    5. In order to display the merged data correctly, make sure to leave space and type punctuation mark between two merge fields.

    6. A task pane appears listing the steps of the mail merge wizard.

    7. Click on the < or > buttons in the pane to view the copy of letter for each recipient.

    C. Answer the following Question:

    1. What do you understand by mail merge? What are its uses?

    Mail merge is a Microsoft Word tool that allows us to easily modify one part of a document with unique data elements. create multiple documents at once, such as letters, saving our time and effort of retyping the same letter over and over.

    We can use mail merge to create any type of printed document, as well as electronic documents. Here are some examples of document types:

    i) Catalogs

    ii) Inventories

    iii) Invoices

    iv) Labels

    v) Envelopes

    And, of course, letters

    In addition to saving you time, mail merge can boost the effectiveness of the documents you create. For example, by customizing letters with specific names or other elements, you present a polished, personal image.

    2. Write the steps involved in mail merge process.

    The steps involved in mail merge process are:

    i) Create the new document.

    ii) Create / Open the data source.

    iii) Insert filed codes in the main document.

    iv) Merge / Print the main document

    3. How can you create a new data source document in Microsoft Word?

    We can create a new data source file from Word Table, Excel Worksheet or Access database table.

    A data source field should contain different headings or column names for each piece of data needs to be merged in the document.

    4. Explain the difference between the main document and the data source file.

    The difference between the main document and the data source file is that-

    Main document: The main document is document that contains the text and graphics that are the same for each version of the merged document, This document contains placeholder field for the recipient name, address, salutation or any other elements you want to replace in each letter with a corresponding field in the final letter. The Main Document can be a Form, Letter, Labels, Email, or Directory. Whereas,

    Data Source File: A data source is the location where data that is being used originates from. The Data source could be a Word Table, an Excel, an Access database or Window Address book that contains the records for the different recipients. The data source could be an existing document or a document created with the required information.


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