Working with Themes and Building BlocksMerging Word Documents Page 1

Working with Themes and Building BlocksMerging Word Documents Page 1

TRUE/FALSE 1. Each Quick Style set includes styles for a title, subtitle, headings, body text, lists, quotes, and other text elements. T PTS: 1 REF: Word 154 2. As you move the pointer over a style in the Quick Style gallery, a preview of that style is applied to the selected text. T PTS: 1 REF: Word 154 3. You cannot design a Web page from scratch in Word, but you can use the Save As command to save an existing document in HTML format so it can be viewed with a browser. F PTS: 1 REF: Word 155 4. By default, all documents that you create in Word are formatted with the MS Word theme, but you can easily apply a different built-in theme to a document. F PTS: 1 REF: Word 156 5. Changing the theme applied to a document is a quick way to set the tone of a document and give it a polished and cohesive appearance, particularly if the text and any tables, charts, shapes, SmartArt objects, or text boxes in the document are formatted with styles. T PTS: 1 REF: Word 156 6. When one of the built-in Word themes is not just right for your document, you can customize the theme by changing the theme colors, selecting new theme fonts for headings and body text, and changing the theme effects. T PTS: 1 REF: Word 158 7. To remove a custom theme from the gallery, right-click the theme, then click Remove. F PTS: 1 REF: Word 158 8. Quick Objects include fields, such as for the date or a page number, document properties, such as the document title or author, and building blocks. F PTS: 1 REF: Word 162 9. To turn the table gridlines on and off, click the Table Tools Layout tab, then click the Show Gridlines button in the Table group. F PTS: 1 REF: Word 162 10. It is a good idea to assign a descriptive category name to a building block item so that you can sort, organize, and find your building blocks easily. Working with Themes and Building BlocksMerging Word Documents Page 2

T PTS: 1 REF: Word 166 MODIFIED TRUE/FALSE 1. A(n) template is a set of format settings, such as font, font size, font color, paragraph spacing, and alignment, that are named and stored together. F, style PTS: 1 REF: Word 154 2. A(n) style is a set of unified design elements, including theme colors, theme fonts for body text and headings, and theme effects for graphics. F, theme PTS: 1 REF: Word 156 3. You can click on item 4, shown in the accompanying figure, to change a theme color. T PTS: 1 REF: Word 159 4. A(n) sidebar is a text box that is positioned adjacent to the body of a document and contains auxiliary information. T PTS: 1 REF: Word 160 Working with Themes and Building BlocksMerging Word Documents Page 3

5. Sidebars are inserted on the right side of an even-numbered page. F, left PTS: 1 REF: Word 160 6. The Building Blocks Organizer includes a complete list of the built-in and customized building blocks from every gallery. T PTS: 1 REF: Word 168 MULTIPLE CHOICE 1. To change the active Quick Style set, click the Change Styles button in the group, point to Style Set, then click a new set. a. Edit c. Styles b. Design d. Look & Feel C PTS: 1 REF: Word 154 2. To change the color or fonts used in the active Quick Style set, click the Change Styles button, point to Colors or Fonts, and then select from the options. a. group c. set b. pattern d. scheme D PTS: 1 REF: Word 154 3. When you save an existing document as a Web page, Word converts the content and formatting of the Word file to HTML and displays the Web page in view, which shows the Web page as it will appear in a browser. a. Web Preview c. Browser Preview b. Web Layout d. Preview in Browser B PTS: 1 REF: Word 155 4. If you save a document that contains a(n) graphic in HTML format, the graphic will be left- or right-aligned on the Web page. a. floating c. bitmap b. inline d. vector A PTS: 1 REF: Word 155 5. To be able to position text and graphics precisely on a document you plan to save as a Web page, it is best to. a. use Microsoft PowerPoint b. use text boxes to place any text you want to appear in the Web page c. create a table in the document, and then insert text and graphics in the table cells d. use a drawing canvas and add objects to it as needed C PTS: 1 REF: Word 155 6. In a single file Web page, all the elements of the Web page, including the text and graphics, are saved together in a single file, making it simple to publish your Web page or send it via e-mail. a. HTML c. PHP Working with Themes and Building BlocksMerging Word Documents Page 4

b. XML d. MHTML D PTS: 1 REF: Word 155 7. To apply a theme to a document, you use the Themes command in the group on the Page Layout tab. a. Themes c. Design b. Styles d. Look & Feel A PTS: 1 REF: Word 156 8. To restore a document to the default theme for the template on which the document is based, click the Themes button, and then click. a. Reset c. Reset Template b. Reset Theme d. Reset to Theme from Template D PTS: 1 REF: Word 156 9. The Page Width button is located in the group of the View tab. a. Preview c. Print b. Zoom d. Print Preview B PTS: 1 REF: Word 156 10. You can press to open a new blank document. a. [Ctrl][O] c. [Ctrl][B] b. [Ctrl][N] d. [Ctrl][D] B PTS: 1 REF: Word 157 11. The Themes Colors button appears in the Themes group of the tab. a. Design c. Look & Feel b. Styles d. Page Layout D PTS: 1 REF: Word 158 12. You can use the dialog box to select different fonts for headings and body text, and to save the font combination as a new theme font set. a. Customize Theme c. Customize Theme Fonts b. Theme Settings d. Create New Theme Fonts D PTS: 1 REF: Word 158 Working with Themes and Building BlocksMerging Word Documents Page 5

13. The button shown blank at the bottom of the accompanying figure should read. a. OK c. Apply b. Save d. Set B PTS: 1 REF: Word 159 14. You use the command on the Insert tab to insert sidebars and pull quotes. a. Sidebar c. Text Box b. Pull Quote d. Format C PTS: 1 REF: Word 160 15. You can change the format of a sidebar by applying a text box style, adding a shadow, or using the other commands on the Format tab. a. Tools c. Text Box b. Text d. Text Box Tools D PTS: 1 REF: Word 160 16. You insert a Quick Part into a document using the Quick Parts command on the Insert tab or on the Header & Footer Tools tab. a. Edit c. Format b. Design d. Advanced B PTS: 1 REF: Word 162 17. A(n) control contains the document property information you entered in the Document Information Panel, or if you did not assign a document property, placeholder text. a. property c. information Working with Themes and Building BlocksMerging Word Documents Page 6

b. info d. document A PTS: 1 REF: Word 162 18. You can assign or update a document property by typing directly in a property control or by typing in the Document Information. a. Toolbar c. Taskbar b. Panel d. dialog box B PTS: 1 REF: Word 162 19. When you update a document property, the property controls of the same type in the document are updated with the information you changed. a. by typing directly in the control c. in the Document Information dialog box b. in the Document Information Panel d. in the Properties dialog box B PTS: 1 REF: Word 162 20. Click the button in the Pages group to insert a blank page at the location of the insertion point. a. Blank Page c. Insert Blank Page b. New Blank Page d. Add Blank Page A PTS: 1 REF: Word 164 21. To change the user name and initials, click the Office button, click, then type a new user name and initials in the User name and Initials text boxes in the Word Options dialog box. a. Options c. Word Options b. Settings d. Word Settings C PTS: 1 REF: Word 164 22. The Clip Art button appears in the group of the Insert tab. a. Illustrations c. Figures b. Graphics d. Pictures A PTS: 1 REF: Word 164 23. To remove a cover page from a document, click the Cover Page list arrow in the Pages group, and then click. a. Delete Cover Page c. Delete Current Cover Page b. Remove Cover Page d. Remove Current Cover Page D PTS: 1 REF: Word 164 24. When you design a piece of content that you want to use again in other documents, you can save it as a(n) in one of the Word galleries. a. object c. building block b. encapsulated object d. Quick Block C PTS: 1 REF: Word 166 25. You save an item as a building block using the command. a. Quick Parts c. Building Blocks b. Quick Blocks d. Access Blocks A PTS: 1 REF: Word 166 Working with Themes and Building BlocksMerging Word Documents Page 7

26. You use the Create New Building Block dialog box to enter a unique name and a description for the item and to specify the where you want it to appear. a. group c. theme b. gallery d. bundle B PTS: 1 REF: Word 166 27. A text building block can be saved to the gallery. a. Text Box c. Text Elements b. AutoText d. Text Objects B PTS: 1 REF: Word 166 28. To store paragraph formatting with a building block, you should make sure to select the when you select the text. a. paragraph handle c. final paragraph mark b. anchor icon d. end of line mark C PTS: 1 REF: Word 166 29. You can type the of the building block item on item 1, shown in the accompanying figure. a. group c. name b. ID d. description C PTS: 1 REF: Word 167 30. You can specify the of the building block item on item 2, shown in the accompanying figure. a. group c. gallery b. name d. category C PTS: 1 REF: Word 167 31. You can specify the of the building block item on item 3, shown in the accompanying figure. a. group c. gallery b. name d. category D PTS: 1 REF: Word 167 32. Item 4, shown in the accompanying figure, should read. a. OK c. Save b. Apply d. Assign A PTS: 1 REF: Word 167 Working with Themes and Building BlocksMerging Word Documents Page 8

33. To edit the properties of a building block, you use the dialog box. a. Building Block c. Edit Building Block b. Modify Building Block d. Building Block Properties B PTS: 1 REF: Word 167 34. You can modify the properties of a building block by selecting the item in the Building Blocks Organizer, and then clicking. a. Update Building Block c. Edit Properties b. Properties d. Modify Properties C PTS: 1 REF: Word 167 35. You can insert a building block directly from a gallery, or you can use the Building Blocks to search for, organize, and insert building blocks. a. Gallery c. Panel b. Organizer d. dialog box B PTS: 1 REF: Word 168 COMPLETION 1. Word includes many Style sets groups of related styles that share common fonts, colors, and formats, and are designed to be used together in a document that you can use to give your documents a polished and cohesive look. Quick PTS: 1 REF: Word 154 Working with Themes and Building BlocksMerging Word Documents Page 9

2. The dialog box shown in the accompanying figure is the Create New dialog box. Theme Colors PTS: 1 REF: Word 159 3. are the reusable pieces of formatted content or document parts that are stored in galleries, including headers and footers, cover pages, and text boxes. Building blocks PTS: 1 REF: Word 160 4. A(n) is a text box that contains a quote or excerpt from an article, formatted in a larger font size and placed on the same page. pull quote PTS: 1 REF: Word 160 5. The Word Quick feature makes it easy to insert reusable pieces of content into a document. Parts PTS: 1 REF: Word 162 Working with Themes and Building BlocksMerging Word Documents Page 10

6. The dialog box shown in the accompanying figure is the Create New dialog box. Building Block PTS: 1 REF: Word 167 MATCHING Match each item with a statement below. a. [Ctrl][V] d. [Tab] b. e. [Ctrl][X] c. 1. text formatting button that appears on the Mini toolbar 2. moves the insertion point to the next table cell 3. used to cut text 4. used to paste text 5. Theme Effects button 1. C PTS: 1 REF: Word 162 2. D PTS: 1 REF: Word 162 3. E PTS: 1 REF: Word 160 4. A PTS: 1 REF: Word 160 5. B PTS: 1 REF: Word 158 ESSAY 1. How can you save a Word document as a Web page? Working with Themes and Building BlocksMerging Word Documents Page 11

Creating a Web page and posting it on the Internet or an intranet is a powerful way to share information with other people. You can design a Web page from scratch in Word, or you can use the Save As command to save an existing document in HTML format so it can be viewed with a browser. When you save an existing document as a Web page, Word converts the content and formatting of the Word file to HTML and displays the Web page in Web Layout view, which shows the Web page as it will appear in a browser. Any formatting that is not supported by Web browsers is either converted to similar supported formatting or removed from the Web page. For example, if you save a document that contains a floating graphic in HTML format, the graphic will be left- or right-aligned on the Web page. To be able to position text and graphics precisely on a document you plan to save as a Web page, it s best to create a table in the document, and then insert text and graphics in the table cells. To save a document as a Web page, open the Save As dialog box, and then select a Web page format in the Save as type list box. You have the option of saving the document in Single File Web Page (.mht or.mhtml) format or in Web Page (.htm or.html) format. In a single file Web page, all the elements of the Web page, including the text and graphics, are saved together in a single MIME encapsulated aggregate HTML (MHTML) file, making it simple to publish your Web page or send it via e-mail. By contrast, if you choose to save a Web page as an.htm file, Word automatically creates a supporting folder in the same location as the.htm file. This folder has the same name as the.htm file plus the suffix _files, and it houses the supporting files associated with the Web page, such as graphics. PTS: 1 REF: Word 155 TOP: Critical Thinking 2. How can you change the default theme? By default, all new documents created in Word are formatted with the Office theme, but you can change your settings to use a different theme as the default. To change the default theme to a different built-in or custom theme, press [Ctrl][N] to open a new blank document, click the Themes button in the Themes group on the Page Layout tab, and then click the theme you want to use as the default. If you want to customize the theme before saving it as the new default, use the Theme Colors, Theme Fonts, and Theme Effects buttons in the Themes group to customize the settings for theme colors, fonts, and effects. Alternatively, click the Change Styles button in the Styles group on the Home tab, and then use the Style Set, Colors, and Fonts options to select a new style set, new colors, or new fonts to use in the new default theme. When you are satisfied with the settings for the new default theme, click the Change Styles button again, and then click Set as Default. The Themes gallery will be updated to reflect your changes. PTS: 1 REF: Word 157 TOP: Critical Thinking 3. How can you rename a building block? How can you edit other properties of the building block? You can edit the properties of a building block at any time, including changing its name, gallery location, category, and description. To modify building block properties, simply right-click the item in a gallery, and then click Edit Properties. In the Modify Building Block dialog box that opens, edit the item s name or description, or assign it to a new gallery or category. When you are finished, click OK, and then click Yes in the warning box that opens. You can also modify the properties of a building block by selecting the item in the Building Blocks Organizer, and then clicking Edit Properties. PTS: 1 REF: Word 167 TOP: Critical Thinking CASE Working with Themes and Building BlocksMerging Word Documents Page 12

You are writing a project proposal and you start by writing the first few lines of the document, as shown in the first document below. Your goal is to apply Quick Styles to Text to achieve a better looking report, like the one shown in the second document below. 1. How can you apply the Title style to Project Report? 1. Select the target text. 2. You may change the active Quick Style set as needed. 3. Click the More button in the Styles group, then move the pointer over the styles in the Quick Styles gallery. As you move the pointer over a style in the gallery, a preview of that style is applied to the selected text. 4. Click Title. The Title style is applied to selected text. PTS: 1 REF: Word 154 TOP: Critical Thinking 2. How can you apply the Subtitle style to by John A. Smith? 1. Select the target text. 2. Click Subtitle in the Styles group. You may also change the font color if you want to. The Subtitle style is applied to the paragraph under the title. PTS: 1 REF: Word 154 TOP: Critical Thinking 3. Which Style do you think is appropriate to use for the Overview line? How can you apply it? A Heading 1 style should be used. 1. Select the target text. Working with Themes and Building BlocksMerging Word Documents Page 13

2. Click the More button in the Styles group, click Heading 1, then deselect the text. The Heading 1 style is applied to the Overview heading. PTS: 1 REF: Word 154 TOP: Critical Thinking You are writing a project proposal, and so far, your document looks like the first document shown below. You would like to set the tone of the report, and give it a polished and cohesive appearance like the one shown in the second document below: 4. Which Microsoft Word feature can you use to quickly set the tone of a document and give it a polished and cohesive appearance (like the example shown above), assuming the text, tables, charts, shapes, SmartArt objects, and text boxes in the document are formatted with styles? You can use a theme for this purpose. A theme is a set of unified design elements, including theme colors, theme fonts for body text and headings, and theme effects for graphics. By default, all documents that you create in Word are formatted with the Office theme, but you can easily apply a different built-in theme to a document. To apply a theme to a document, you use the Themes command in the Themes group on the Page Layout tab. PTS: 1 REF: Word 156 TOP: Critical Thinking 5. How can you use Microsoft s themes to change the appearance of the whole document in just a few simple steps (e.g., to achieve an effect similar to the one shown above)? 1. Click the Page Layout tab, click the Themes button in the Themes group. 2. Move the pointer over each theme in the gallery Working with Themes and Building BlocksMerging Word Documents Page 14

3. Click on the theme you like, then scroll down to view the theme applied to each page in the document. 4. Save your changes. PTS: 1 REF: Word 156 TOP: Critical Thinking Word 2007 Unit H: Merging Word Documents TRUE/FALSE 1. Item 3, shown in the accompanying figure, is a record name. F PTS: 1 REF: Word 183 2. Item 2, shown in the accompanying figure, indicates where you can enter data for the first record. T PTS: 1 REF: Word 183 3. The dialog box shown in the accompanying figure is the Customize Address List dialog box. F PTS: 1 REF: Word 183 4. You can click on item 4, shown in the accompanying figure, to modify the fields included in the data source. T PTS: 1 REF: Word 183 5. You can insert or type merge fields into a main document. F PTS: 1 REF: Word 186 Working with Themes and Building BlocksMerging Word Documents Page 15

6. Item 1, shown in the accompanying figure, identifies the label product numbers. T PTS: 1 REF: Word 191 7. Item 5, shown in the accompanying figure, can be clicked to preview or adjust the label measurements. F PTS: 1 REF: Word 191 8. Item 3, shown in the accompanying figure, is a label brand. T PTS: 1 REF: Word 191 9. Item 2, shown in the accompanying figure, can be clicked to create labels with custom measurements. F PTS: 1 REF: Word 191 10. Item 4, shown in the accompanying figure, identifies the description of the selected label product. T PTS: 1 REF: Word 191 MODIFIED TRUE/FALSE 1. In a merged document, the standard text in a main document is often called boilerplate text. T PTS: 1 REF: Word 178 2. A data record is a category of information, such as last name, first name, street address, city, or postal code. F, field PTS: 1 REF: Word 178 3. A(n) boilerplate field is a placeholder inserted in a main document to indicate where the customized data should be inserted. F, merge Working with Themes and Building BlocksMerging Word Documents Page 16

PTS: 1 REF: Word 178 4. Data sources created in Word are saved in Microsoft Office Address Lists format. T PTS: 1 REF: Word 184 5. When you filter records, you separate out the records that meet a certain criteria and include only those records in the merge. T PTS: 1 REF: Word 192 MULTIPLE CHOICE 1. Which of the following is an example of a data record? a. One person s first name c. The first names of many people b. One person s name and address d. The names and addresses of many people B PTS: 1 REF: Word 178 2. Which of the following contains boilerplate text? a. Merge field c. Data source b. Data record d. Main document D PTS: 1 REF: Word 178 3. Which of the following contains records? a. Merge field c. Data source b. Data field d. Main document C PTS: 1 REF: Word 178 4. Which of the following contains unique data? a. Merge field c. Data source b. Data field d. Main document C PTS: 1 REF: Word 178 5. What results when a main document is merged with a data source? a. A set of customized documents c. A set of identical documents b. Data records d. Boilerplate text A PTS: 1 REF: Word 178 6. Which of the following cannot be created using a mail merge? a. Mailing labels c. Business cards b. Form letters d. Web pages D PTS: 1 REF: Word 177 7. Which of the following indicates where customized information should be inserted when a merge is performed? a. Merge fields c. Data fields b. Merge records d. Data records Working with Themes and Building BlocksMerging Word Documents Page 17

A PTS: 1 REF: Word 178 8. Which of the following can NOT be a data source for a mail merge? a. A PowerPoint presentation c. A new data source created in Word b. An Outlook Contact list d. An Access database A PTS: 1 REF: Word 178 9. The Start Mail Merge button appears in the group of the Mailings tab. a. Mail c. Mail Merge b. Merge d. Start Mail Merge D PTS: 1 REF: Word 180 10. A(n) can be used as a main document. a. blank document b. existing document c. document created from a mail merge template d. All of the above D PTS: 1 REF: Word 180 11. The Mail Merge walks you through the process of selecting the type of main document to create. a. dialog box c. window b. task pane d. gallery B PTS: 1 REF: Word 180 12. Which of the following can be created using a mail merge template? a. Business cards c. Calendar b. Memo d. Fax D PTS: 1 REF: Word 180 13. The button is used to correspond the address merge fields from a main document with the field names used in a data source. a. Main document setup c. Open Data Source b. Match Fields d. Check for errors B PTS: 1 REF: Word 180 14. The Mail Merge task pane has steps. a. four c. six b. five d. seven C PTS: 1 REF: Word 180 15. To create a main document that is based on a mail merge template, click the Start from a template option button in the Step of the Mail Merge task pane, and then click Select template. a. 1 c. 3 b. 2 d. 4 B PTS: 1 REF: Word 180 16. The Match Fields button appears in the group on the Mailings tab. a. Fields c. Insert Fields Working with Themes and Building BlocksMerging Word Documents Page 18

b. Edit Fields d. Write & Insert Fields D PTS: 1 REF: Word 180 17. A(n) cannot be selected as the document type on the Mail Merge task pane. a. Letter c. Directory b. Fax d. Envelope B PTS: 1 REF: Word 181 18. Step of the Mail Merge task pane involves selecting a data source to use for the merge. a. 1 c. 3 b. 2 d. 4 C PTS: 1 REF: Word 182 19. The first thing you must do when creating a new data source is. a. add the records c. filter the data b. insert the merge fields d. determine the fields to include D PTS: 1 REF: Word 182 20. A data source can be merged with more than one main document, so. a. it is important to design a flexible data source b. it determines the order in which they are merged c. the order of field names affects how data is sorted d. the order of field names affects how data is filtered A PTS: 1 REF: Word 182 21. By default, data sources are saved in the folder. a. My Documents c. My Records b. My Mail Merge d. My Data Sources D PTS: 1 REF: Word 184 22. Data sources created in Word are saved with the file extension. a..dat c..mdb b..doc d..dsc C PTS: 1 REF: Word 184 23. Which of the following characters surrounds a merge field in a main document? a. (( )) c. // \\ b. [[ ]] d. << >> D PTS: 1 REF: Word 186 24. Which of the following is a chevron character? a. ( c. < b. [ d. ^ C PTS: 1 REF: Word 186 25. Step of the Mail Merge task pane involves writing your letter. a. 1 c. 3 b. 2 d. 4 Working with Themes and Building BlocksMerging Word Documents Page 19

D PTS: 1 REF: Word 187 26. If you are using the merge field, you must make sure that the default address field names correspond with the field names used in your data source. a. Address c. Address Source b. Address Block d. Address Item B PTS: 1 REF: Word 187 27. What is one advantage of merging to a new file instead of to a printer? 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 specify the records to include in the merge C PTS: 1 REF: Word 188 28. You can preview the merge using the task pane or the button in the Preview Results group on the Mailings tab. a. Preview Results c. Preview b. View Merged Data d. View A PTS: 1 REF: Word 188 29. 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 specify the records to include in the merge A PTS: 1 REF: Word 188 30. To create an envelope mail merge, click Envelopes to open the dialog box, select an envelope size on the Envelope Options tab, click a Feed method on the Printing Options tab, and then click OK. a. Envelope c. Envelope Properties b. Create Envelope d. Envelope Options D PTS: 1 REF: Word 190 31. The Mail Merge feature enables you to easily print envelopes and labels for mass mailings, but you can also quickly format and print individual envelopes and labels using the Envelopes or Labels commands in the group on the Mailings tab. a. New c. Other b. Create d. Merge B PTS: 1 REF: Word 191 32. If you click Sort in the Refine recipient list section of the Mail Merge Recipients dialog box, the Filter and Sort dialog box opens with the tab displayed. a. Sort c. Filter and Sort b. Sort Records d. Refine B PTS: 1 REF: Word 192 33. You can use the options on the tab of the Filter and Sort dialog box to apply more than one filter to the data source. Working with Themes and Building BlocksMerging Word Documents Page 20

a. Advanced c. Other b. Regular Expressions d. Filter D PTS: 1 REF: Word 192 34. You can use the dialog box both to sort and to filter a data source. a. Label Options c. New Address List b. Mail Merge Recipients d. Customize Address List B PTS: 1 REF: Word 192 35. You can insert an individual merge field by clicking the Insert Merge Field in the Write & Insert Fields group and then selecting the field name from the menu that opens. a. icon c. list arrow b. button d. menu C PTS: 1 REF: Word 193 COMPLETION 1. In a mail merge, the document with the standard text is the document. main PTS: 1 REF: Word 178 2. In a mail merge, the file with the unique data is the source. data PTS: 1 REF: Word 178 3. A mail merge includes boilerplate text, which you can customize, and merge fields, which you can match to the field names in your data source. template PTS: 1 REF: Word 180 4. When creating a new data source, the first step is to determine the to include. fields PTS: 1 REF: Word 182 5. When you records, you determine the order in which they will be merged. sort PTS: 1 REF: Word 192 MATCHING Working with Themes and Building BlocksMerging Word Documents Page 21

Match each element in the following figure with the statement that best describes it. 1. click to filter the records 2. click to enable the Edit button 3. records 4. click to sort the records 5. used to modify a record 6. used to add or remove a record from the merge 7. used to include all the records in the merge 1. B PTS: 1 REF: Word 193 2. F PTS: 1 REF: Word 185 3. H PTS: 1 REF: Word 185 4. A PTS: 1 REF: Word 193 5. G PTS: 1 REF: Word 184 6. D PTS: 1 REF: Word 184 7. C PTS: 1 REF: Word 185 ESSAY 1. What is a mail merge template? How can you use one? Working with Themes and Building BlocksMerging Word Documents Page 22

If you are creating letters or faxes, you can use a mail merge template to start your main document. Each template includes boilerplate text, which you can customize, and merge fields, which you can match to the field names in your data source. To create a main document that is based on a mail merge template, click the Start from a template option button in the Step 2 of 6 Mail Merge task pane, and then click Select template. In the Select Template dialog box, select a template from the Letters or Faxes tab that includes the word Merge in its name, and then click OK to create the document. Once you have created the main document, you can customize it with your own information: edit the boilerplate text, change the document format, or add, remove, or modify the merge fields. Before performing the merge, make sure to match the names of the merge fields used in the template with the field names used in your 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 your data source that corresponds to each address field component in the main document. You can also create a main document that is based on a template by using a template to create the main document and then adding merge fields to it. PTS: 1 REF: Word 180 TOP: Critical Thinking 2. How can you use your Outlook contact list as a data source for a merge? If you maintain lists of contacts in Microsoft Outlook, you can use one of your Outlook contact lists as a data source for a merge. To merge with an Outlook data source, click the Select from Outlook contacts option button in the Step 3 of 6 Mail Merge task pane, then click Choose Contacts Folder to open the Choose Profile dialog box. In this dialog box, use the Profile Name list arrow to select the profile you want to use, then click OK to open the Select Contacts dialog box. In this dialog box, select the contact list you want 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. Here you can refine the list of recipients to include in the merge by sorting and filtering the records. When you are satisfied, click OK in the Mail Merge Recipients dialog box. PTS: 1 REF: Word 183 TOP: Critical Thinking 3. Explain the difference between sorting and filtering the records to be merged. Sorting the records determines the order in which the records are merged. For example, you might want to sort an address data source so that records are merged alphabetically by last name or in zip code order. Filtering the records pulls out the records that meet specific criteria and includes only those records in the merge. For instance, you might want to filter a data source to send a mailing only to people who live in the state of New York. You can use the Mail Merge Recipients dialog box both to sort and to filter a data source. PTS: 1 REF: Word 192 TOP: Critical Thinking CASE You are asked to print Happy New Year letters for the employees of your company. You are given a document with the list of employees that looks like this: Working with Themes and Building BlocksMerging Word Documents Page 23

1. Which Microsoft Word feature could you use to quickly create all the letters? You can use Word s mail merge. A mail merge operation combines a standard document, such as a form letter, with customized data, such as a set of names and addresses, to create a set of personalized documents. You can perform a mail merge to create letters, labels, and other documents used in mass mailings, or to create standard documents that typically include customized information, such as business cards. PTS: 1 REF: Word 177 TOP: Critical Thinking 2. This is your first time using mail merge, and you begin by analyzing the list to determine how you will use the list of employees. What are the field names and records in the file you were given? The field names are Title, First Name, Last Name, and Department. The records are each of the lines in the table. For example, Mr., Bob, Baker, Sales. PTS: 1 REF: Word 179 TOP: Critical Thinking You want to use mail merge to create personalized mailing labels to use in a set of information packets you need to send, like the ones shown below: 3. How can you use the commands on the Mailings tab to create the labels? You can use the Mail Merge task pane or the commands on the Mailings tab to create mailing labels or print envelopes for a mailing. When you create labels or envelopes, you must select a standard label or envelope size to use as the main document, select a data source, and then insert the merge fields in the main document before performing the merge. 1. Click the Office button, click New, make sure Blank document is selected, click Create, click the Zoom level button on the status bar, click the Page width option button if necessary, click OK, then click the Mailings tab. 2. Click the Start Mail Merge button in the Start Mail Merge group, click Labels, click the Label vendors list arrow, then click Microsoft if necessary. 3. Click the second instance of 30 Per Page 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. Save the label main document. Working with Themes and Building BlocksMerging Word Documents Page 24

5. Click the Select Recipients button in the Start Mail Merge group, then click Use Existing List. 6. Use the Select Data Source dialog box to select your data source. PTS: 1 REF: Word 190 TOP: Critical Thinking 4. Instead of using the Mail Merge feature, what other alternative does Word provide you to create envelopes and labels? How can you use this feature? The Mail Merge feature enables you to easily print envelopes and labels for mass mailings, but you can also quickly format and print individual envelopes and labels using the Envelopes or Labels commands in the Create group on the Mailings tab. Simply 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. PTS: 1 REF: Word 191 TOP: Critical Thinking 5. Item 1, shown in the accompanying figure, shows that the labels are sorted first by zip code, and then by last name. What dialog box can you use to achieve similar results? Sorting the records determines the order in which the records are merged. For example, you might want to sort an address data source so that records are merged alphabetically by last name or in zip code order. You can use the Mail Merge Recipients dialog box both to sort and to filter a data source. PTS: 1 REF: Word 192 TOP: Critical Thinking Working with Themes and Building BlocksMerging Word Documents Page 25