Q. What is Mail Merge? Write its uses.
Ans: A
common word processing task, to produce periodic mailings to send to different
people or agencies connected to you is called Mail Merge. The mailing features
in Word can help you to organize your address data, get it into a document, and
print it out in the desired format. The main uses of Word’s Mail Merge features
are:
1. You can merge a list of names and
addresses to a single letter that can be sent to different people in their
names and addresses.
2. You can create categories, a single
letter with variable information fields In it, or labels.
3. You can also produce merged document
such as directory lists, invoices, print address lists, or print addressees on
envelopes and mailing labels.
Q. Define Data
Source.
Ans: It is
a file that contains the names and addresses or any other information that vary
with each version of a mail-merge document. For example, a list of names and
addresses for a form letter you want to send to a list of clients or other
people.
Q. Write down
the steps to create Mail Merge.
OR
Q. Write the
documents required in Mail Merge?
Ans: Mail
Merge requires three steps:
1. Main Document: In a Mail Merge
operation, the personalized document(such as, a standard letter or envelope or
mailing label) is known as the main document. It is the document containing the
next and graphics that stay the same for each version of the merged document.
For example, the return address and body of a form letter.
2. Data Source: Data Source is a file
that contains the names and addresses or any other information that vary with
each version of a form letter you want to send to a list of clients or other people.
3. Merge Document: When you merge the
main document with data source, a third document called merge document will be
produced. The merge document can be merged
to the screen to view letters along with addresses; or directly to the printer
to print the letters along with addresses and print addresses
on envelopes or labels; or save as some other file that can be used later for
printing.
Q. 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 with be produced.
Q. How do you
create a data source using Word table?
Ans: 1. Start Word program. Open Blank Document.
2. Insert a table by selecting tab Insert
Table command on the main tab bar and create a table.
3. Type the
data field names on the top row of the table. Start typing the data records
from the second row.
4. When you
finish entering all the data records, save the table as a Word Document. Your
data source document is ready.
Q. Write Steps
in using Excel Worksheet as a data source for your Mail Merge.
Ans:
1. Start Excel program. Open Worksheet.
2. Type the data field names on the top
row of the worksheet. Start typing the data records from the second row.
3. When you finish entering all the
data records, save the worksheet.
4. Select the data field name and data
record you typed in the worksheet and then click on copy button in the standard
toolbar. Close the file and then exit Excel program.
5. Open Word program. Open a new document
and then click on Paste button. The data will be copied to word document in a
table form. Save the document. Your data source document is ready.
