NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge

NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge Solutions to each chapter is provided in the list so that you can easily browse throughout different chapters NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge and select need one. NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge Question Answers Download PDF. NIOS Study Material of Class 12 Data Entry Operations Notes Paper 336.

NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge

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Also, you can read the NIOS book online in these sections Solutions by Expert Teachers as per National Institute of Open Schooling (NIOS) Book guidelines. These solutions are part of NIOS All Subject Solutions. Here we have given NIOS Class 12 Data Entry Operations Chapter 5 Mail Merge, NIOS Senior Secondary Course Data Entry Operations Solutions for All Chapter, You can practice these here.

Mail Merge

Chapter: 5

DATA ENTRY OPERATIONS

INTEXT QUESTIONS

1. What is the difference between main document and merge document in Main Merge?

Ans. 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.

Merge Document: When we merge the main document with data source, a third document called merge document will be produced.

2. In Mail Merge, a data source can be created using ____________ or ____________.

Ans. Mail Merge Helper or Word Table.

3. You can merge the data records to _______________ or ______________.

Ans. A new document of printer.

4. You send the merged documents for electronic mailing, it is necessary that your computer has the ______________ connection.

Ans. Internet.

5. State True or False:

(a) Using Words’ Mail Merge features you can merge address list in a single letter that can be sent to different people but you cannot insert variable fields in the body text of the letter.

Ans. False.

(b) It is not possible to send the merged documents for fax without Fax machine connected to your computer.

Ans. True.

(c) The data records created in a worksheet using Excel cannot be used as a data source for mail Merge.

Ans. False.

TERMINAL QUESTIONS

1. Briefly explain the following:

(a) Main document.

(b) Data source. and

(c) Merge document.

Ans. (a) 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 text and graphics that stay the same for each version of the merged document for example, the return address and body-of a form letter.

(b) Data Source: Data source 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.

(c) Merge Document: When you the main document with data source a third document called merge document will be produced.

2. Write any two features of Mail Merge.

Ans. (i) Mail Merge or Mailings feature in Word 2007 is available in Main Tab bar.

(ii) Click on the Mailings tab on the main tab bar to activate the mailings features and tools, which comprises sub task such as Create, Start Mail Merge, Write & Insert Fields, Preview Results and Finish & Merge.

3. Explain steps in creating a main document for form letter.

Ans. To create a main document, follow these steps:

(i) Create a new document and type a letter, or open an existing letter in MS Word that we want to send to different people on different addresses.

(ii) Click on Mailing tab. Select Step by Step Mail Merge Wizard option from Start Mail Merge button.

(iii) Mail Merge task pane will appear on the right side of the MS word application window.

(iv) Now, select Letters option under Select document type section.

(v) Click on Next: Starting document (wizard step) under abové steps.

(vi) Click on Usc the current document option under Select starting document section.

(vii) Click on Next: Select recipients under Steps above.

4. Write steps in editing existing data records in main merge.

Ans. To edit the existing data records in the data source file, follow these steps:

(i) Open the data source file and then select Use an existing list option from the Select Recipients dialog box displayed in step 3 of the mail Merger Wizard. The toolbar will appear on the screen.

(ii) Now click on the Browse option to display the Select Data Source dialog box. Now search the folder where we have stored the data file which we want to use and the click on Open button to access the data file.

(iii) We can open various data file format such as Access database, Excel files, Word File, Rich Text format etc.

(iv) Once the data file is selected, based of the type of data file is selected, Mail merger will ask we to define how to distinguish between data fields and data record.

(v) Once it is done, the data file will be loaded in to Mail merger and we can now click on Edit Recipient List button to be able to edit the list as per our requirement.

(vi) To locate a data record that we want to change, move to the record number we want change its contents by clicking the arrow keys or typing the record number or click Find and then search for information that we know the record contains.

(vii) Edit the records that we want to change and save the changes.

5. How do you create a data source using Word table?

Ans. Creating a Data Source using Word Table: In fact, the Mail Merge Wizard guides we step by step through setting up a Word table that contains our names addresses and other data. Instead of taking advantage of Mail Merge Wizard, we can also create a data source by entering field a names and data directly in a Word table.

Follow these steps to do this:

(i) Insert a table by selecting tab Insert → Table command on the main tab bar and create a table as given below.

(ii) Type the data field names on the top row of the table. Start typing the data records from the second row.

(iii) When we finish entering all the data records, save the table as a Word document. Our data source document is ready.

6. Write steps in using Excel worksheet as a data source for your Mail Merge.

Ans. Using Excel Worksheet to Create a Data Source: We can also use Excel program to create a data source.

Follow these steps do this:

(i) Start Excel program. Open Worksheet.

(ii) Type the data field names on the top row of the worksheet. Start typing the data records from the second row.

(iii) When we finish entering all the data records, save the worksheet.

(iv) Select the data field names and data records we typed in the worksheet, and then click on Copy button in the standard toolbar. Close the file and then exit Excel program.

(v) 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. Our data source document is ready.

OTHER IMPORTANT QUESTIONS AND ANSWERS

Q. 1. 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 mailings 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:

(i) 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.

(ii) You can create categories, a single letter with variable information fields in it, or labels.

(iii) You can also produce merged documents such as directory lists, invoices, print address lists, or print addresses on envelopes and mailing labels.

Q. 2. Define the terms Data Source. 

Ans. Data Source: 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. 3. Write down the steps to create mail merge.

Ans. Mail merge requires three steps:

(i) 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 text and graphics that stay the same for each version of the merged document, For example, the return address and body of a form letter.

(ii) Data Source: Data Sources 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.

(iii) 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. 4. How can you print the addresses saved in the data sources of the envelop.

Ans. If you have already created a data source (address list), it is easier to merge this address list with your envelopes so that you can directly print the addresses in the envelopes (instead of printing the address labels on stickers and then sticking them on the envelopes) for mailing purpose. You can do this is four steps:

(i) Create the Main Document: Click New Blank Document on the Standard toolbar. Select Mailings Start Mail Merge sub task on the main tab bar. Under sub task Start Mail merge, select Envelopes. The Microsoft Word will display the Envelop Options dialog box.

(ii) On the Envelope Options tab, select the envelope size you want from a variety of predefined sizes given under Envelope size.

(iii) Open the Data Source: Once you finished selecting the table type and format four use, it is now time to select the data source from where the data will get added to the labels. In the main tab bar, under Mailings tab, click Select Recipients, and then click on Use Existing List.

(iv) Click Insert Merge Field and then click the field name you want to be inserted and clock OK. The selected data field or file name will get inserted on to the envelope and you can continue selecting the entire set of data field name you want to appear on the envelope document. Merge the data with the document. If you want to send the merged labels directly to a printer, click Finish & Merge sub-task under Mailings tab, and then click Print Documents.

Q. 5. Write the documents required in Mail Merge?

Ans. Mail Merge requires three types of documents:

(i) Main Document: In a Mail Merge operation, the personalized document is known as the main document. It is the document containing the text and graphics that stay the same for each version of the merged document – for example, the return address and body of a form letter.

(ii) Data Source: Data source 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.

(iii) 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. 6. 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 will be produced.

Q. 7. Explain the steps in creating a main document for form letter.

Ans. To create a main document following are the steps:

(i) Select Mailings→Start Mail Merge sub task from the main tab bar. Then select Step by Step Mail Merge Wizard option on the sub task bar.

(ii) Select Letters from the options given in the Select Document type box and click on the “Next: Starting document” located on the lower end of the Wizard dialog box to move to the next step.

(Using this option you can choose the type of main document such as letters, E-Mail Messages, Envelopes, Labels, Directory.)

Q. 8. Explain the options available in ‘select starting document’ under Letters option.

Ans. There are three options available:

(i) Use the current document: This is to use the current document shown and use the mail merge features to add recipients address or information. This is suitable when you already have letter draft for the purpose and just want to add address of the recipients to the letter.

(ii) Start from a Template: Similarly if you don’t have a drafted letter for use, you can choose for ready to use mail merge template already available with Word 2007.

(iii) Start from existing document: If you already have a document available with you, you can select the exiting mail merge document and make necessary changes to the content of the letter and/or recipients.

Q. 9. Write steps in using Excel worksheet as a data source for your Mail Merge.

Ans. (i) Start Excel program. Open Worksheet.

(ii) Type the data field names on the top row of the worksheet. Start typing the data records from the second row.

(iii) When you finish entering all the data records, save the worksheet.

(iv) Select the data field names and data records you typed in the worksheet, and then click on Copy button in the standard toolbar. Close the file and then exit Excel program.

(v) 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.