New Perspectives On Microsoft Word 2013 Comprehensive 1St Edition Zimmerman Test Bank Full Chapter PDF

New Perspectives on Microsoft Word
2013 Comprehensive 1st Edition

Zimmerman Test Bank
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Word Tutorial 6: Using Mail Merge
TRUE/FALSE
1. One merge key in a main document like the kind shown in the accompanying figure might retrieve a
name from a data source, for example, while another might retrieve an address.
ANS: F PTS: 1 REF: WD 300
2. The order of field names in the data source does not affect their placement in the main document.
ANS: T PTS: 1 REF: WD 309
3. You insert merge fields in a main document using the Add Fields dialog box.
4. Add spaces only in the data source, not in the text of the main document.
5. 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.
6. To maintain the proper spacing in the main document, you will adjust character spacing after you
insert all the fields.
7. After you complete a mail merge, a connection exists between the main document file and the data
source file.
8. In the Convert to Text dialog box, each data item is formatted as a separate cell in a column.
9. In the Convert to Text dialog box, each paragraph mark in the data source starts a new column.
10. In the accompanying figure, the text has inconsistent separator characters.
MODIFIED TRUE/FALSE
1. A(n) source document like the one in the accompanying figure can be a letter or other kind of
document containing merge fields. _________________________
ANS: F, main
PTS: 1 REF: WD 303
2. As you create a data source, note that if you include slashes in your field names, Word will replace
them with underscores. _________________________
ANS: F, spaces
PTS: 1 REF: WD 309
3. 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. _________________________
ANS: F, record
PTS: 1 REF: WD 310
4. As you plan a data source, try to break information down into as many records as seems reasonable.
_________________________
ANS: F, fields
PTS: 1 REF: WD 313
5. When you preview a merged document, you can check one last time for any missing spaces between
the merge fields and the surrounding text. _________________________
6. When you finish a merge, you can choose to merge directly to the printer.
_________________________
7. To save an electronic copy of the merged document, merge the data source and main document to a
new document. _________________________
8. 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. _________________________
9. If you click a column heading in the Mail Merge Recipients dialog box twice, the records are sorted in
descending order. _________________________
10. 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. _________________________
ANS: F, dot
PTS: 1 REF: WD 338
MATCHING
Identify the letter of the choice that best matches the phrase or definition.
a. sort f. header row
b. main document g. record
c. merge fields h. AddressBlock
d. data source i. filter
e. CSV j. chevron
1. Mark where variable information will be inserted
2. A common form for address information exported from email and contact management programs
3. You can only use this merge field if you include a State field in your data source
4. Contains the name of the fields in the data source
5. A file with information organized into fields and records
6. All the information about one individual or object
7. Contains placeholders called merge fields
8. To rearrange a list in alphabetical order, for example
9. Another term for an angle bracket
10. To select specific records in the data source
1. ANS: C PTS: 1 REF: WD 303

2. ANS: E PTS: 1 REF: WD 340
3. ANS: H PTS: 1 REF: WD 335
4. ANS: F PTS: 1 REF: WD 301
5. ANS: D PTS: 1 REF: WD 305
6. ANS: G PTS: 1 REF: WD 301
7. ANS: B PTS: 1 REF: WD 301
8. ANS: A PTS: 1 REF: WD 328
9. ANS: J PTS: 1 REF: WD 300
10. ANS: I PTS: 1 REF: WD 322
MULTIPLE CHOICE
1. A use of a merge _______ in a main document might be to retrieve a name from the data source.
a. index c. key
b. field d. link
ANS: B PTS: 1 REF: WD 300
2. The angle brackets surrounding field names are also called _______.
a. ampersands c. field codes
b. chevrons d. All of the above
3. You can use the options in the _______ group on the MAILINGS tab to insert merge fields in the main
document.
a. Add Fields c. Which Fields
b. Write & Insert Fields d. New Fields in Form
4. The items around "First_Name" in the accompanying figure are pairs of _______.
a. parentheses c. ampersands
b. commas d. chevrons
ANS: D PTS: 1 REF: WD 300
5. A name or address like the kind in the accompanying figure is an example of the _______ information
that is inserted into a main document.
a. formatted c. static
b. variable d. concatenated
6. Word's _______ task pane is a special feature that walks you through the steps involved in producing
documents like the kind shown in the accompanying figure.
a. Word Merge c. Mail Merge
b. Form Letter d. Letter Merge
ANS: C PTS: 1 REF: WD 304
7. A(n) _______ is all the information about one individual or object.

a. class c. field
b. record d. header
8. The _______ row contains the name of each field in the data source.
a. roster c. footer
b. header d. label
9. 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 c. data source
b. reference table d. glossary
10. You can use the tools in the _______ tab to perform the same tasks described by the Mail Merge task
pane.
a. FORM LETTER c. LETTERS
b. MAILINGS d. MERGE TOOLS
11. 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
12. Which of the following cannot be a data source for a mail merge?
a. a Word table c. an Access database
b. an Excel worksheet d. a PowerPoint slide show
13. A Microsoft Office Address _______ is a special file designed to store address information for Office
programs.
a. Index c. Log
b. Record d. List
14. When you create a data source, Word saves it by default as a Microsoft Office Address _______.
a. Index c. Log
b. Record d. List
15. As you create a data source, keep in mind that you cannot have _______ fields with the same name.
a. three c. five
b. four d. two
16. Which of the following is a default field provided by Word in a new data source that you create?
a. Interest c. Company
b. Occupation d. Middle Name
17. You can use the _______ buttons to rearrange field names in the Customize Address List dialog box.
a. Navigation c. Move Up and Move Down
b. Rearrange d. Delete and Record
18. 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 c. Purge
b. Remove d. Cut
ANS: A PTS: 1 REF: WD 307
19. If you include spaces in your field names, Word will replace the spaces with _______.
a. ampersands c. hyphens
b. underscores d. dashes
20. Word will transform the field name “First Name” into _______.
a. FirstName c. First_Name
b. firstname d. first name
21. 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 c. Tab
b. Enter d. Alt
22. You use the New Address List dialog box to enter a(n) _______ into the data source.
a. field c. key
b. record d. index
23. 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 c. New Address List
b. New Record d. Customize Address
24. You can press the _______ keys to move the insertion point to the previous field.
a. Ctrl + Tab c. Alt +Tab
b. Shift +Tab d. Ctrl+Alt+Tab
25. When you are finished entering data, you close the New Address List dialog box, and the _______
dialog box opens.
a. Microsoft Office Address List c. Customize Address List
b. Save Address List d. New Address List
26. The My Data Sources folder is a subfolder of the _______ folder.

a. Downloads c. Data
b. My Documents d. Mail Merges
27. 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 c. formatting
b. alignment d. borders
28. The _______ menu contains all the merge fields in the data source.
a. Address Book c. Insert Merge Field
b. Greeting Line d. Highlight Merge Fields
29. You insert merge fields in a main document using the _______ task pane.
a. Mail Merge c. New Fields
b. Add Fields d. Fields for Merging
30. When entering merge fields in a document, press the _______ key to move the insertion point to the
next line.
a. Esc c. Enter
b. F3 d. Shift
31. In the Preview Results group, click the _______ button to display each merged document.
a. Next Record c. Move Forward
b. Advance d. New Document
32. The item marked 3 in the accompanying figure is the _______ Record button.
a. First c. Previous
b. Main d. Next
b. Main d. Next
b. Main d. Next
b. Last d. Next
36. The first time you click a column heading in the Mail Merge Recipients dialog box, the records are
sorted in _______ order.
a. descending c. chronological
b. ascending d. high-low
37. 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 c. field
b. value d. record
38. Word supports most of the Avery _______ formats.

a. header c. record
b. label d. field
39. Press the Tab key to move the insertion point to the new tab _______.
a. key c. margin
b. stop d. link
40. CSV files can have a _______ file extension.

a. .doc c. .docx
b. .txt d. .lnk
41. 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 c. revisit
b. undo d. cancel
42. 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 c. INSERT
b. LAYOUT d. CONVERT
Case-Based Critical Thinking Questions

Case 6-1
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.
43. Thomas tells you that information sorted from A to Z is an example of information sorted in _______
order.
a. descending c. chronological
b. ascending d. high-low
ANS: B PTS: 1 REF: WD 328 TOP: Critical Thinking
44. 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 c. data letter
b. main document d. origin letter
45. Which of the following does Thomas tell you contains variable information?
a. main document c. field
b. form letter d. task pane
ANS: C PTS: 1 REF: WD 303 TOP: Critical Thinking
46. Where does Thomas tell you the merge field names go in your data source?
a. first column c. rightmost column
b. bottom row d. header row
ANS: D PTS: 1 REF: WD 343 TOP: Critical Thinking
47. Which of the following is NOT a true statement Thomas can make as he introduces you to merging
documents?
a. As long as you use the brackets, you can type merge fields into the main document on
your own.
b. A record is the information about one individual or object.
c. Each row of data in a table makes up a complete record.
d. A data source is a table of information.
ANS: A PTS: 1 REF: WD 314 TOP: Critical Thinking
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.
48. As Duncan gets started, he considers precisely what a data source is. Which of the following is the best
definition of a data source?
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
49. Which of the following can’t Duncan use to generate a data source?
a. Word c. PowerPoint
b. Excel d. Access
50. Which of the following would Duncan typically use as a separator character?
a. commas c. periods
b. ampersands d. asterisks
51. Duncan’s first step in creating a data source is to click the _______ in the Start Mail Merge group.
a. Mailings tab c. Type New List
b. Select Recipients button d. New Address List
52. 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 c. Bookmarks
b. Favorites d. Flex Field
COMPLETION
1. During a merge, the merge fields shown in the document in the accompanying figure instruct Word to
retrieve information from the ____________________ source.
ANS: data
PTS: 1 REF: WD 300
2. The ____________________ row contains the names of the fields in the data source.
ANS: header
PTS: 1 REF: WD 301
3. 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.
ANS:
MAILINGS
Mailings
PTS: 1 REF: WD 304
4. 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.
ANS: default
PTS: 1 REF: WD 305
5. In the Customer Address List dialog box, the ____________________ button moves the selected field
up one place in the list.
ANS:
Move Up
move up
PTS: 1 REF: WD 307
6. The default save location is a subfolder of the ____________________ folder.
ANS: My Documents
PTS: 1 REF: WD 312
7. To maintain the proper spacing in the main document, you will adjust the ____________________
spacing after you insert all the fields.
ANS: paragraph
PTS: 1 REF: WD 315
8. Word allows you to ____________________ the merged document before you complete the merge.
ANS: preview
PTS: 1 REF: WD 317
9. To open the Merge to New Document dialog box, click ____________________ in the Mail Merge
task pane.
ANS:
Edit Individual Documents
edit individual documents
PTS: 1 REF: WD 319
10. To perform a more complicated sort, you can click the ____________________ command in the Mail
Merge Recipients dialog box.
ANS:
sort
Sort
PTS: 1 REF: WD 328
11. To display only the records containing a particular value in a particular field, you
____________________ the data source.
ANS: filter
PTS: 1 REF: WD 330
12. To remove an individual record from a merge, deselect the corresponding check box in the
____________________ dialog box.
ANS:
Mail Merge Recipients
mail merge recipients
PTS: 1 REF: WD 330
13. Performing a mail merge to create mailing ____________________ is similar to performing a mail
merge for a form letter.
ANS: labels
PTS: 1 REF: WD 333
14. 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.
ANS: dot leader
PTS: 1 REF: WD 338
15. A(n) ____________________ character is used to divide text into individual pieces of data before it is
converted into a table.
ANS: separator
PTS: 1 REF: WD 340
ESSAY
1. Explain in detail how to combine data with a Microsoft Office Address Lists file.
ANS:
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. 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.
PTS: 1 REF: WD 344 TOP: Critical Thinking
2. Provide the steps for editing a data source from within the Mail Merge Recipients dialog box in Word.
ANS:
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.
3. What are the steps to sort a data source?
ANS:
In the Start Mail Merge group on the MAILINGS tab, click the Edit Recipient List button to open the
Mail Merge Recipients dialog box. To sort data in ascending order, click the heading for the column
you want to sort. For example, if you want to arrange the records alphabetically according to the
contents of the First Name column, click the First Name column heading. To sort data in descending
order, click the column heading a second time.

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MEETING OF THE BIOLOGICAL CLUB.
A meeting of the Biological Club was held in Zoological Lecture-

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