New Perspectives Microsoft Office 365 and Word 2016 Intermediate 1st Edition Shaffer Test Bank

Name: Class: Date:
Word Module 06: Using Mail Merge

1. The order of field names in the data source does not affect their placement in the main document.
a. True
b. False
ANSWER: True
POINTS: 1
REFERENCES: Creating a Data Source
2. You insert merge fields in a main document using the Add Fields dialog box.
a. True
b. False
ANSWER: False
POINTS: 1
REFERENCES: Inserting Merge Fields
3. You can only insert merge fields into a main document by using the tools on the Mailings tab or in the Mail Merge task
pane.
a. True
b. False
ANSWER: True
POINTS: 1
4. To maintain the proper spacing in the main document, you will adjust character spacing after you insert all the fields.
a. True
b. False
ANSWER: False
POINTS: 1
5. After you complete a mail merge, a connection exists between the main document file and the data source file.
a. True
b. False
ANSWER: True
POINTS: 1
REFERENCES: Editing a Data Source
6. In the Convert to Text dialog box, each data item is formatted as a separate cell in a column.
a. True
b. False
ANSWER: True
POINTS: 1
REFERENCES: Converting Text to a Table
7. In the Convert to Text dialog box, each paragraph mark in the data source starts a new column.
Copyright Cengage Learning. Powered by Cognero. Page 1
Name: Class: Date:

a. True
b. False
ANSWER: False
POINTS: 1
8. As you create a data source, note that if you include slashes in your field names, Word will replace them with
underscores. _________________________
ANSWER: False - spaces
POINTS: 1
9. You can create a new field by clicking the New Entry button, or by pressing the Tab key after you have finished
entering information into the last field for a record. _________________________
ANSWER: False - record
POINTS: 1
10. As you plan a data source, try to break information down into as many records as seems reasonable.
_________________________
ANSWER: False - fields
POINTS: 1
11. When you preview a merged document, you can check one last time for any missing spaces between the merge fields
and the surrounding text. _________________________
ANSWER: True
POINTS: 1
REFERENCES: Previewing the Merged Document
12. When you finish a merge, you can choose to merge directly to the printer. _________________________
ANSWER: True
POINTS: 1
REFERENCES: Merging the Main Document and the Data Source
13. To save an electronic copy of the merged document, merge the data source and main document to a new document.
_________________________
ANSWER: True
POINTS: 1
14. You can merge a data source and main document directly to the printer using the Print Documents option that appears
when you click the Finish & Merge button. _________________________
ANSWER: True
POINTS: 1
Name: Class: Date:

15. If you click a column heading in the Mail Merge Recipients dialog box twice, the records are sorted in descending
order. _________________________
ANSWER: True
POINTS: 1
REFERENCES: Session 6.2 Visual Overview
16. A(n) space leader is a dotted line that extends from the last letter of text on the left margin to the beginning of text
aligned at a tab stop. _________________________
ANSWER: False - dot
POINTS: 1
REFERENCES: Creating a Telephone Directory
17. A use of a merge _______ in a main document might be to retrieve a name from the data source.
a. index b. field
c. key d. link
ANSWER: b
POINTS: 1
18. The angle brackets surrounding field names are also called _______.
a. ampersands b. chevrons
c. field codes d. All of the above
ANSWER: b
POINTS: 1
19. You can use the options in the _______ group on the Mailings tab to insert merge fields in the main document.
a. Add Fields b. Write & Insert Fields
c. Which Fields d. New Fields in Form
ANSWER: b
POINTS: 1
20. The _______ row contains the name of each field in the data source.
a. roster b. header
c. footer d. label
ANSWER: b
POINTS: 1
REFERENCES: Mail Merge
21. An example of a(n) _______ might include the name and address of club members, as well as information about each
member's phone number and interests.
a. index b. reference table
Name: Class: Date:

c. data source d. glossary
ANSWER: c
POINTS: 1
22. You can use the tools in the _______ tab to perform the same tasks described by the Mail Merge task pane.
a. Form Letter b. Mailings
c. Letters d. Merge Tools
ANSWER: b
POINTS: 1
23. The first task in the mail merge process is to _______.

a. select the document to be the main document
b. select the type of main document for the merge
c. select the list of recipients
d. preview the merged document
ANSWER: b
POINTS: 1
24. Which of the following cannot be a data source for a mail merge?
a. a Word table b. an Excel worksheet
c. an Access database d. a PowerPoint slide show
ANSWER: d
POINTS: 1
25. A Microsoft Office Address _______ is a special file designed to store address information for Office programs.
a. Index b. Record
c. Log d. List
ANSWER: d
POINTS: 1
26. When you create a data source, Word saves it by default as a Microsoft Office Address _______.
a. Index b. Record
c. Log d. List
ANSWER: d
POINTS: 1
REFERENCES: Starting the Mail Merge and Selecting a Main Document
27. As you create a data source, keep in mind that you cannot have _______ fields with the same name.
a. three b. four
Name: Class: Date:

c. five d. two
ANSWER: d
POINTS: 1
28. Which of the following is a default field provided by Word in a new data source that you create?
a. Interest b. Occupation
c. Company d. Middle Name
ANSWER: c
POINTS: 1
29. You can use the _______ buttons to rearrange field names in the Customize Address List dialog box.
a. Navigation b. Rearrange
c. Move Up and Move Down d. Delete and Record
ANSWER: c
POINTS: 1
30. To delete a field in the Customize Address List dialog box, click the field to be deleted, click the _______ button, and
then click the Yes button.
a. Delete b. Remove
c. Purge d. Cut
ANSWER: a
POINTS: 1
31. If you include spaces in your field names, Word will replace the spaces with _______.
a. ampersands b. underscores
c. hyphens d. dashes
ANSWER: b
POINTS: 1
32. Word will transform the field name “First Name” into _______.
a. FirstName b. firstname
c. First_Name d. first name
ANSWER: c
POINTS: 1
33. As you press the _______ key to move right from one field to the next, the dialog box will scroll to display fields that
are not currently visible.
a. Shift b. Enter
Name: Class: Date:

c. Tab d. Alt
ANSWER: c
POINTS: 1
34. You use the New Address List dialog box to enter a(n) _______ into the data source.
a. field b. record
c. key d. index
ANSWER: b
POINTS: 1
35. You can create a new record by clicking the _______ button or by pressing the Tab key after you have finished
entering data into the last field for a record.
a. New Entry b. New Record
c. New Address List d. Customize Address
ANSWER: a
POINTS: 1
36. You can press the _______ keys to move the insertion point to the previous field.
a. Ctrl + Tab b. Shift +Tab
c. Alt +Tab d. Ctrl+Alt+Tab
ANSWER: b
POINTS: 1
37. When you are finished entering data, you close the New Address List dialog box, and the _______ dialog box opens.
a. Microsoft Office Address List b. Save Address List
c. Customize Address List d. New Address List
ANSWER: b
POINTS: 1
38. The My Data Sources folder is a subfolder of the _______ folder.

a. Downloads b. My Documents
c. Data d. Mail Merges
ANSWER: b
POINTS: 1
39. When inserting merged fields, you must include proper _______ around the fields so that the information in the
merged document will be formatted correctly.
a. spacing b. alignment
Name: Class: Date:

c. formatting d. borders
ANSWER: a
POINTS: 1
40. The _______ menu contains all the merge fields in the data source.
a. Address Book b. Greeting Line
c. Insert Merge Field d. Highlight Merge Fields
ANSWER: c
POINTS: 1
41. You insert merge fields in a main document using the _______ task pane.
a. Mail Merge b. Add Fields
c. New Fields d. Fields for Merging
ANSWER: a
POINTS: 1
42. When entering merge fields in a document, press the _______ key to move the insertion point to the next line.
a. Esc b. F3
c. Enter d. Shift
ANSWER: c
POINTS: 1
43. In the Preview Results group, click the _______ button to display each merged document.
a. Next Record b. Advance
c. Move Forward d. New Document
ANSWER: a
POINTS: 1
44. The first time you click a column heading in the Mail Merge Recipients dialog box, the records are sorted in _______
order.
a. descending b. ascending
c. chronological d. high-low
ANSWER: b
POINTS: 1
45. In the Mail Merge Recipients dialog box, to remove an individual _______ from a merge, you can deselect its check
box in the leftmost column.
a. header b. value
Name: Class: Date:

c. field d. record
ANSWER: d
POINTS: 1
46. Word supports most of the Avery _______ formats.

a. header b. label
c. record d. field
ANSWER: b
POINTS: 1
REFERENCES: Creating Mailing Labels
47. Press the Tab key to move the insertion point to the new tab _______.
a. key b. stop
c. margin d. link
ANSWER: b
POINTS: 1
48. CSV files can have a _______ file extension.

a. .doc b. .txt
c. .docx d. .lnk
ANSWER: b
POINTS: 1
49. When you have used the dialog box to convert text to a table, if the result is not what you expect, _______ the
conversion and then review the text to make sure it is set up consistently.
a. redo b. undo
c. revisit d. cancel
ANSWER: b
POINTS: 1
50. To open the Convert Text to Table dialog box, click the _______ tab, click the Table button in the Tables group, and
then click Convert Text to Table.
a. Format b. Layout
c. Insert d. Convert
ANSWER: c
POINTS: 1
Case-Based Critical Thinking Questions

Case 6-1
Name: Class: Date:

As your business has grown, you have found it increasingly hard to keep track of your mailings to your customers without
using a database, so the time has come to use a database, and with it, mail merge technology. You turn to your friend
Thomas, since he has been doing mail merges for a long time and can guide you in the use of this tool in Microsoft Word.
51. Thomas tells you that information sorted from A to Z is an example of information sorted in _______ order.
a. descending b. ascending
c. chronological d. high-low
ANSWER: b
POINTS: 1
REFERENCES: Sorting Records
TOPICS: Critical Thinking
52. Thomas helps you to get comfortable with some of the vocabulary of merging documents. What is another name for a
form letter?
a. source document b. main document
c. data letter d. origin letter
ANSWER: b
POINTS: 1
53. Which of the following does Thomas tell you contains variable information?
a. main document b. form letter
c. field d. task pane
ANSWER: c
POINTS: 1
REFERENCES: Performing a Mail Merge
54. Where does Thomas tell you the merge field names go in your data source?
a. first column b. bottom row
c. rightmost column d. header row
ANSWER: d
POINTS: 1
Case-Based Critical Thinking Questions

Case 6-2
Duncan thinks that the easiest way for him to get comfortable with mail merges is to create a data source from scratch
with which he can experiment.
55. As Duncan gets started, he considers precisely what a data source is. Which of the following is the best definition of a
data source?
Name: Class: Date:

a. a file with address information
b. a file that contains the information you want to send to clients
c. a file with information organized into fields and records
d. a file with variable information inserted into a main document
ANSWER: c
POINTS: 1
56. Which of the following can’t Duncan use to generate a data source?
a. Word b. Excel
c. PowerPoint d. Access
ANSWER: c
POINTS: 1
57. Which of the following would Duncan typically use as a separator character?
a. commas b. ampersands
c. periods d. asterisks
ANSWER: a
POINTS: 1
58. Duncan’s first step in creating a data source is to click the _______ in the Start Mail Merge group.
a. Mailings tab b. Select Recipients button
c. Type New List d. New Address List
ANSWER: b
POINTS: 1
59. Duncan knows that when he creates a new data source within Word, Word provides a number of default fields, some
of which he will not need. Which of the following is a default field that Word provides?
a. Company b. Favorites
c. Bookmarks d. Flex Field
ANSWER: a
POINTS: 1
60. The ____________________ row contains the names of the fields in the data source.

Name: Class: Date:

ANSWER: header
POINTS: 1
REFERENCES: Mail Merge
61. To open the Mail Merge task pane, click the ____________________ tab, click the Start Mail Merge button in the
Start Mail Merge group, and then click Step by Step Mail Merge Wizard.
ANSWER: Mailings
POINTS: 1
REFERENCES: Performing a Mail Merge
62. When you create a new data source from within the Mail Merge task pane, Word provides a number of
____________________ fields, such as First Name, Last Name, and Company.
ANSWER: default
POINTS: 1
63. In the Customer Address List dialog box, the ____________________ button moves the selected field up one place in
the list.
ANSWER: Move Up
move up
POINTS: 1
64. The default save location is a subfolder of the ____________________ folder.

ANSWER: My Documents
POINTS: 1
65. To maintain the proper spacing in the main document, you will adjust the ____________________ spacing after you
insert all the fields.
ANSWER: paragraph
POINTS: 1
66. Word allows you to ____________________ the merged document before you complete the merge.
ANSWER: preview
POINTS: 1
67. To open the Merge to New Document dialog box, click ____________________ in the Mail Merge task pane.
ANSWER: Edit Individual Documents
edit individual documents
POINTS: 1

Name: Class: Date:

68. To perform a more complicated sort, you can click the ____________________ command in the Mail Merge
Recipients dialog box.
ANSWER: sort
Sort
POINTS: 1
69. To display only the records containing a particular value in a particular field, you ____________________ the data
source.
ANSWER: filter
POINTS: 1
REFERENCES: Filtering Records
70. To remove an individual record from a merge, deselect the corresponding check box in the ____________________
dialog box.
ANSWER: Mail Merge Recipients
mail merge recipients
POINTS: 1
REFERENCES: Filtering Records
71. Performing a mail merge to create mailing ____________________ is similar to performing a mail merge for a form
letter.
ANSWER: labels
POINTS: 1
REFERENCES: Creating Mailing Labels
72. A(n) ____________________ is a dotted line that extends from the last letter of text on the left margin to the
beginning of text aligned at a tab stop.
ANSWER: dot leader
POINTS: 1
73. A(n) ____________________ character is used to divide text into individual pieces of data before it is converted into
a table.
ANSWER: separator
POINTS: 1
74. Explain in detail how to combine data with a Microsoft Office Address Lists file.
ANSWER: If you have data in a Word file that you want to combine with data in a Microsoft Office Address Lists
file, or any other Microsoft Access file, start by setting up the Word document as a table. That way, you
can be sure that each record includes the same fields. You can also review the table quickly to confirm
that you have entered data in the various fields in a consistent format. Once you are confident that you
have set up the table correctly, you can begin the process of combining it with the Microsoft Office
Address Lists file.
First, delete the heading row, and then convert the table back to text, separating the fields with commas.
Name: Class: Date:

Next, save the Word file as a Plain Text file with the .txt file extension. Finally, open the Microsoft
Office Address Lists file in Access, click the External Data tab, and then click the Text File button in the
Import & Link group to begin importing the text file into the Microsoft Office Address Lists file. In the
Get External Data - Text File dialog box, click the Append a copy of the records to the table button, and
then click the Browse button to select the plain text file.
POINTS: 1
75. Provide the steps for editing a data source from within the Mail Merge Recipients dialog box in Word.
ANSWER: Open the main document for the data source you want to edit. In the Start Mail Merge group on the
Mailings tab, click the Edit Recipient List button. In the Data Source box in the Mail Merge Recipients
dialog box, select the data source you want to edit, and then click the Edit button. To add a record, click
the New Entry button and then enter the data for the new record. To delete a record, click any field in the
record, and then click the Delete Entry button. To add or remove fields from the data source, click the
Customize Columns button, click Yes in the warning dialog box, make any changes, and then click the
OK button. Remember that if you remove a field, you will delete any data entered into that field. Click
the OK button in the Edit Data Source dialog box, click the Yes button in the Microsoft Office Word
dialog box, and then click the OK button.
POINTS: 1
REFERENCES: Editing a Data Source

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Name: Class: Date:

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

23. The first task in the mail merge process is to _______.

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

38. The My Data Sources folder is a subfolder of the _______ folder.

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

46. Word supports most of the Avery _______ formats.

48. CSV files can have a _______ file extension.

Case-Based Critical Thinking Questions

Word Module 06: Using Mail Merge

Case-Based Critical Thinking Questions

Word Module 06: Using Mail Merge

Copyright Cengage Learning. Powered by Cognero. Page 10

Word Module 06: Using Mail Merge

64. The default save location is a subfolder of the ____________________ folder.

Copyright Cengage Learning. Powered by Cognero. Page 11

Word Module 06: Using Mail Merge

Word Module 06: Using Mail Merge

Copyright Cengage Learning. Powered by Cognero. Page 13

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