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Illustrated Microsoft Office 365 and Word 2016 for Medical Professionals Loose leaf Version 1st Edition Duffy Cram
1305878590 9781305878594
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1. The text that appears in every version of a merged document is often called boilerplate text.
a. True
b. False
ANSWER: True
POINTS: 1
REFERENCES: Understand Mail Merge 130
2. A data field is a placeholder that you insert in the main document to indicate where the data from each record should be inserted when you perform the merge.
a. True
b. False
ANSWER: False
POINTS: 1
REFERENCES: Understand Mail Merge 130
3. When you are creating a data source, you must insert data into every field of a record.
a. True
b. False
ANSWER: False
POINTS: 1
REFERENCES: Enter and Edit Records 136
4. You can insert a merge field by typing chevrons around a field name in the main document text.
a. True
b. False
ANSWER: False
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POINTS: 1
REFERENCES: Add Merge Fields 138
5. Merging to a new file creates an individual document for each customized letter.
a. True
b. False
ANSWER: False
POINTS: 1
REFERENCES: Merge Data 140
6. The file with the unique data for individual people or items is called the merge source.
ANSWER: False - data
POINTS: 1
REFERENCES: Understand Mail Merge 130
7. A data set is a complete set of related information for an individual or an item, such as one person’s name and address.
ANSWER: False - record
POINTS: 1
REFERENCES: Understand Mail Merge 130
8. To match the names of the merge fields in the main document with the field names used in the data source, click the Match Fields button in the Fields group on the Mailings tab.
ANSWER: False - Write & Insert Fields, Write and Insert Fields
POINTS: 1
REFERENCES: Create a Main Document 132
9. In the New Address List dialog box, you can press [Tab] at the end of the last field to start a new record.
ANSWER: True
POINTS: 1
REFERENCES: Enter and Edit Records 136
10. When you sort records, you separate out the records that meet a certain criteria and include only those records in the merge.
ANSWER: False - filter
POINTS: 1
REFERENCES: Sort and Filter Records 144
11. Which of the following cannot be created using a mail merge?
a. Mailing labels b. Web pages
c. Business cards d. Form letters
ANSWER: b
POINTS: 1
REFERENCES: Merging Word Documents 129
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12. Which of the following contains merge fields?
a. Merge source b. Data record
c. Main document d. Data source
ANSWER: c
POINTS: 1
REFERENCES: Understand Mail Merge 130
13. Which of the following contains the unique information for each individual or item?
a. Merge source b. Data source
c. Data file d. Main document
ANSWER: b
POINTS: 1
REFERENCES: Understand Mail Merge 130
14. Which of the following would you NOT find in the data source?
a. Data fields b. Field names
c. Data records d. Merge fields
ANSWER: d
POINTS: 1
REFERENCES: Understand Mail Merge 130
15. What results when a main document is merged with a data source?
a. A set of identical documents b. Data records
c. A set of customized documents d. Boilerplate text
ANSWER: c
POINTS: 1
REFERENCES: Understand Mail Merge 130
16. Which of the following cannot be a data source for a mail merge?
a. An Excel worksheet b. An Outlook contact list
c. A PowerPoint presentation d. An Access database
ANSWER: c
POINTS: 1
REFERENCES: Understand Mail Merge 130
17. The Start Mail Merge button appears in the group on the Mailings tab.
a. New Mail Merge b. Start Mail Merge
c. Mail Merge d. Merge
ANSWER: b
POINTS: 1
REFERENCES: Create a Main Document 132
Date:
18. To create a mail merge from a template, select a template that includes the word(s) in its name.
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a. Mailings b. Mail Merge
c. Merge d. Data
ANSWER: c
POINTS: 1
REFERENCES: Create a Main Document 132
19. To start a mail merge, click the Start Mail Merge button on the Mailings tab, then click ____.
a. Step by Step Mail Merge Wizard b. New Mail Merge
c. Start Mail Merge d. Start Mail Merge Wizard
ANSWER: a
POINTS: 1
REFERENCES: Create a Main Document 132
20. The mail merge process has steps.
a. five b. six
c. seven d. eight
ANSWER: b
POINTS: 1
REFERENCES: Create a Main Document 132
21. You select the type of document you want to create in step of the mail merge process.
a. 1 b. 2
c. 3 d. 4
ANSWER: a
POINTS: 1
REFERENCES: Create a Main Document 132
22. If you created a main document based on an existing document entitled “Confirmation Letter,” what default filename would Word give the main document?
a. Confirmation Letter-1 b. Document1
c. Confirmation Letter-merge d. MainDocument1
ANSWER: b
POINTS: 1
REFERENCES: Create a Main Document 132
23. A(n) cannot be selected as the document type on the Mail Merge task pane.
a. Letter b. Directory
c. Fax d. E-mail message
ANSWER: c
POINTS: 1
REFERENCES: Create a Main Document 133
24. You select a data source to use for the merge in step of the mail merge process.
a. 1 b. 2
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c. 3 d. 4
ANSWER: c
POINTS: 1
REFERENCES: Design a Data Source 134
25. The first thing you must do when creating a new data source is ____.
a. add the records b. determine the fields to include
c. filter the data d. insert the merge fields
ANSWER: b
POINTS: 1
REFERENCES: Design a Data Source 134
26. Click the option button in the Mail Merge task pane to use an Outlook contact list as a data source for a merge.
a. Use Outlook contacts list b. Select Contacts
c. Select from Outlook contacts d. Mail Merge Recipients
ANSWER: c
POINTS: 1
REFERENCES: Design a Data Source 135
27. Use the dialog box to select the recipients to include in the mail merge.
a. Edit Mail Merge b. Mail Merge
c. Mail Merge Recipients d. Edit Data Source
ANSWER: c
POINTS: 1
REFERENCES: Enter and Edit Records 136
28. Data sources created in Word are saved in format.
a. Microsoft Office Data Source b. Microsoft Office Address Lists
c. Microsoft Office Mail Merge d. Microsoft Office Record Lists
ANSWER: b
POINTS: 1
REFERENCES: Enter and Edit Records 136
29. Which of the following characters surround a merge field in a main document?
a. (( )) b. << >>
c. // \\ d. [[ ]]
ANSWER: b
POINTS: 1
REFERENCES: Add Merge Fields 138
30. You can insert merge fields using the Address Block, Greeting Line, and Insert Merge Field buttons in the group on the Mailings tab.
a. Create b. Start Mail Merge
c. Fields d. Write & Insert Fields
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ANSWER: d
POINTS: 1
REFERENCES: Add Merge Fields 138
31. Use the dialog box to specify the fields you want to include in an address block.
a. Insert Address Block b. Insert Field
c. Edit Address Block d. Format Address Block
ANSWER: a
POINTS: 1
REFERENCES: Add Merge Fields 138
32. You write your letter and insert merge fields in step of the mail merge process.
a. 1 b. 3
c. 4 d. 5
ANSWER: c
POINTS: 1
REFERENCES: Add Merge Fields 138
33. What is one advantage of merging to a printer instead of to a new file?
a. You can avoid creating a large file.
b. You can edit the main document.
c. You can edit the individual merge documents.
d. You can save each merge document as a separate file.
ANSWER: a
POINTS: 1
REFERENCES: Merge Data 140
34. You can preview the merge using the task pane or the Preview Results button in the group on the Mailings tab.
a. Finish b. Preview Results
c. Preview d. View
ANSWER: b
POINTS: 1
REFERENCES: Merge Data 140
35. When you merge letters to a new document, how does Word name the new document?
a. Word prompts you to assign a name to the document.
b. Word automatically assigns the temporary default name ‘Letters1’ to the document.
c. Word assigns a name based on the name of the main document (i.e. “Confirmation Letters - merged”)
d. Word automatically assigns the temporary default name “Merged1’ to the document.
ANSWER: b
POINTS: 1
REFERENCES: Merge Data 140
36. To create or change the return address for an envelope mail merge, use the dialog box.
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a. Word Options b. Label Options
c. Mail Merge Recipients d. Labels
ANSWER: a
POINTS: 1
REFERENCES: Create Labels 142
37. When creating labels, use the dialog box to select a label size and to specify the type of printer you plan to use.
a. Labels b. Create Labels
c. Label Options d. Format Labels
ANSWER: c
POINTS: 1
REFERENCES: Create Labels 142
38. Use the Envelopes command in the Create group on the MAILINGS tab to open the dialog box, which you can use to quickly format and print an individual envelope.
a. Envelopes b. Create Envelope
c. New Envelope d. Envelopes and Labels
ANSWER: d
POINTS: 1
REFERENCES: Create Labels 143
39. What indicates that a filter has been applied to a column in the Mail Merge Recipients dialog box?
a. An exclamation point appears in the column heading. b. The entire column is shaded light gray.
c. There is a grayish-blue arrow in the column heading. d. The column heading is highlighted.
ANSWER: c
POINTS: 1
REFERENCES: Sort and Filter Records 144
40. You can use the dialog box to sort and filter a data source.
a. Label Options b. Customize Address List
c. New Address List d. Mail Merge Recipients
ANSWER: d
POINTS: 1
REFERENCES: Sort and Filter Records 144
41. You can insert an individual merge field by clicking the list arrow in the Write & Insert Fields group and then selecting the field name from the menu that opens.
a. Insert Field b. Insert Merge Field
c. New Merge Field d. Add Merge Field
ANSWER: b
POINTS: 1
REFERENCES: Sort and Filter Records 145
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42. In a mail merge, a(n) contains a complete set of related information about each individual or item, such as one person’s name and address.
ANSWER: data record
POINTS: 1
REFERENCES: Understand Mail Merge 130
43. In a mail merge, the document contains boilerplate text.
ANSWER: main
POINTS: 1
REFERENCES: Understand Mail Merge 130
44. To create a mail merge from a template, select a template from the Letters or tab in the Select Template dialog box.
ANSWER: Faxes
POINTS: 1
REFERENCES: Create a Main Document 132
45. Use the dialog box to design a new data source and enter records.
ANSWER: New Address List
POINTS: 1
REFERENCES: Design a Data Source 134
46. Use the dialog box to apply advanced sort and filter options to a data source.
ANSWER: Filter and Sort
POINTS: 1
REFERENCES: Sort and Filter Records 144
47. What are the six steps in the mail merge process?
ANSWER: Step 1: Select a document type (i.e. letters, labels, etc).
Step 2: Select the starting document (the main document). You can use the existing document, start with a mail merge template, or use an existing file.
Step 3: Select a data source. You can use an existing data source, use a list of contacts created in Microsoft Outlook, or create a new data source.
Step 4: Write your main document (the boilerplate text) then insert merge fields into the main document.
Step 5: Preview your letters.
Step 6: Complete the merge. You can merge to a new document, which creates one large file that includes all the customized documents, or you can merge directly to a printer.
POINTS: 1
REFERENCES: Create a Main Document 132
Design a Data Source 134
Add Merge Fields 138
Merge Data 140
TOPICS: Critical Thinking
48. How can you easily format and print individual envelopes and labels?
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ANSWER: You can use the Envelopes or Labels commands in the Create group on the Mailings tab. Click the Envelopes button or Labels button to open the Envelopes and Labels dialog box. On the Envelopes tab, type the recipient’s address in the Delivery address box and the return address in the Return address box. Click Options to open the Envelope Options dialog box, which you can use to select the envelope size, change the font and font size of the delivery and return addresses, and change the printing options. When you are ready to print the envelope, click Print in the Envelopes and Labels dialog box. The procedure for printing an individual label is similar to printing an individual envelope: enter the recipient’s address in the Address box on the Labels tab, click Options to select a label product number, click OK, and then click Print.
POINTS: 1
REFERENCES: Create Labels 143
TOPICS: Critical Thinking
49. How do you use the Mailings tab to create mailing labels?
ANSWER: To create labels using the Mailings tab:
1. Click the File tab, click New, make sure Blank document is selected, click Create, then click the Mailings tab.
2. Click the Start Mail Merge button in the Start Mail Merge group, then click Labels to open the Label Options dialog box.
3. Click the Label vendors list arrow, then choose a label vendor. Choose the type of label in the Product number list, click OK, click the Table Tools Layout tab, click View Gridlines in the Table group to turn on the display of gridlines if necessary, then click the Mailings tab.
4. Click the Select Recipients button in the Start Mail Merge group and choose your data source. The data source is attached to the label main document and <<Next Record>> appears in every cell in the table except the first cell, which is blank.
5. Sort and filter your labels as desired. Use the buttons in the Write & Insert Fields group to insert merge fields into the first cell, then click the Update Labels button to copy the merge fields in the first label to every label in the main document.
6. Preview the labels, then click the Finish & Merge button in the Finish group to complete the merge.
POINTS: 1
REFERENCES: Create Labels 142
Sort and Filter Records 144
TOPICS: Critical Thinking
Akela wants to send letters to current patients apprising them of the latest changes in Health Insurance Portability and Accountability Act (HIPAA) requirements. She has already written the letter, and now she will use her Outlook contacts list to create the mail merge.
50. How would Akela use her Outlook contacts list to begin the mail merge?
ANSWER: Akela will use her Outlook contacts list for her data source in the merge. She will do the following to merge her letter with her Outlook contacts list:
1. Akela will click the Select from Outlook contacts option button in Step 3 in the Mail Merge task pane, then click Choose Contacts Folder to open the Choose Profile dialog box.
2. In the Choose Profile dialog box, she will use the Profile Name list arrow to select the profile she wants to use, then click OK to open the Select Contacts dialog box.
3. In the Select Contacts dialog box, she will select the contact list she wants to use as the data source, and then click OK. All the contacts included in the selected folder appear in the Mail Merge Recipients dialog box.
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POINTS: 1
REFERENCES: Design a Data Source 135
TOPICS: Critical Thinking
51. Akela’s Outlook contacts list includes all the patients who have had an appointment in the last 10 years, but she only wants to send letters to current patients only. How can she modify the recipients list to only include current patients?
ANSWER: Akela needs to filter her recipients list to only include current patients. She should do the following:
1. Click the Edit Recipient List button in the Start Mail Merge group or in step 3 of the Mail Merge task pane to open the Mail Merge Recipients dialog box.
2. Scroll right if needed to display the Patients field.
3. Click the Patients column heading list arrow, then click Current on the menu that opens.
A filter is applied to the data source so that only the records with “Current” in the Patients field will be merged. A grayish-blue arrow in the Patients column heading indicates that a filter has been applied to the heading.
POINTS: 1
REFERENCES: Sort and Filter Records 144
TOPICS: Critical Thinking
52. Akela now needs to add merge fields to her letter so that a greeting line, address, and patient number appears in each of the customized letters. How would she add these fields?
ANSWER: Akela can use the Mail Merge task pane or the Address Block, Greeting Line, and Insert Merge Field buttons in the Write & Insert Fields group on the Mailings tab.
To insert a merge field for the greeting line, she would click Greeting line in the Mail Merge task pane or click the Greeting Line button on the Mailings tab. She would then use the Insert Greeting Line dialog box to specify the format of the greeting line.
To insert a merge field for the address, she would click Address block in the Mail Merge task pane or click the Address Block button on the Mailings tab. She would then use the Insert Address Block dialog box to specify the fields to include in the address block.
To insert a merge field for the patient number, she would click More items in the Mail Merge task pane or click the Insert Merge Field button on the Mailings tab. The Insert Merge Field dialog box opens, and she would select the Patient Number field name from the list.
POINTS: 1
REFERENCES: Add Merge Fields 138
TOPICS: Critical Thinking
53. Chris needs to quickly announce alternative parking due to construction near his office. He wants to write a letter to use for a mail merge, and he wants to use a preformatted document to help him get started. What should he use to start his document?
ANSWER: Chris should use a mail merge template to start his main document. A mail merge template includes customizable boilerplate text and merge fields. To create a main document that is based on a mail merge template, he will do the following:
1. Click the Start from a template option button in the Step 2 of 6 Mail Merge task pane, and then click Select template.
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2. In the Select Template dialog box, select a template from the Letters tab that includes the word “Merge” in its name, and then click OK to create the document.
3. He can then customize the document with his own information by editing the boilerplate text, changing the document format, and adding, removing, or modifying the merge fields.
POINTS: 1
REFERENCES: Create a Main Document 132
TOPICS: Critical Thinking
54. What should Chris do to ensure that the names of the merge fields are the same as the field names used in his data source?
ANSWER: Before performing the merge, Chris should make sure to match the names of the merge fields used in the template with the field names used in his data source. To match the field names, click the Match Fields button in the Write & Insert Fields group on the Mailings tab, and then use the list arrows in the Match Fields dialog box to select the field name in his data source that corresponds to each field component in the main document.
POINTS: 1
REFERENCES: Create a Main Document 132
TOPICS: Critical Thinking
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