Microsoft Word for Work Course: Templates and mail merge

1. Question 1 of 16

   Your template contains macros. Which file type should you choose?

   • APDF (.pdf)
   • BWord Macro-Enabled Template (.dotm)
   • CWord Template (.dotx)
   • DWord Document (.docx)
   Show answer

   Answer: B. Word Macro-Enabled Template (.dotm)

   A .dotm template allows macros. Choose Word Macro-Enabled Template when the document has macros.

2. Question 2 of 16

   Where does Office save your templates automatically?

   • AIn the Recycle Bin
   • BOn the desktop
   • CIn the Custom Office Templates folder
   • DIn the Downloads folder on your computer
   Show answer

   Answer: C. In the Custom Office Templates folder

   When you save a file as a template, Office saves it to the Custom Office Templates folder.

3. Question 3 of 16

   How do you start a new document from a template you saved yourself?

   • AFile > Open > Recent, then select the last letter
   • BFile > New > Personal, then select the template
   • CMailings > Preview Results
   • DInsert > Header > Edit Header
   Show answer

   Answer: B. File > New > Personal, then select the template

   Select File > New > Personal and choose your template. The button may say Custom instead of Personal.

4. Question 4 of 16

   You open your shift-notice template, fill it in and save. What happens to the template file?

   • AIt is deleted from the templates folder
   • BIt stays unchanged, because Word opened a copy
   • CIt is replaced by this week's notice when you save
   • DIt turns into a PDF
   Show answer

   Answer: B. It stays unchanged, because Word opened a copy

   A template creates a copy of itself when you open it, so the original template stays the same.

5. Question 5 of 16

   What does a mail merge create?

   • AA batch of documents, each personalized for one recipient
   • BA PDF copy of every page in the document
   • COne document that everyone shares and edits at the same time
   • DA list of every tracked change in the document
   Show answer

   Answer: A. A batch of documents, each personalized for one recipient

   Mail merge lets you create a batch of documents that are personalized for each recipient.

6. Question 6 of 16

   In a mail merge, what is the data source?

   • AThe Word letter that holds your text and the merge fields
   • BThe template folder on your computer
   • CThe printed letters at the end
   • DThe list of recipient information, such as an Excel sheet
   Show answer

   Answer: D. The list of recipient information, such as an Excel sheet

   The data source is the list the merge pulls from. The main document holds the text and the merge fields.

7. Question 7 of 16

   Which mail merge type makes one list with information about every item in the data source?

   • AEmail
   • BLetters
   • CEnvelopes
   • DDirectory
   Show answer

   Answer: D. Directory

   A directory merge (also called a catalogue merge) creates a list of information for each item in the data source.

8. Question 8 of 16

   Where do you start a mail merge?

   • AReview > Compare
   • BMailings > Start Mail Merge
   • CLayout > Breaks
   • DReferences > Table of Contents
   Show answer

   Answer: B. Mailings > Start Mail Merge

   On the Mailings tab, select Start Mail Merge, then choose the type of document.

9. Question 9 of 16

   The Address Block and Insert Merge Field commands are dimmed. What should you do?

   • AClick Select Recipients and choose your mailing list
   • BTurn on Track Changes
   • CChoose Restart at 1
   • DSave the document as a PDF, then reopen the original file
   Show answer

   Answer: A. Click Select Recipients and choose your mailing list

   If the merge field commands are dimmed, click Select Recipients and choose the kind of mailing list you're using.

10. Question 10 of 16

    You don't have a recipient list yet. Which Select Recipients choice lets you type one in Word?

    • AChoose from Outlook Contacts
    • BUse an Existing List
    • CEdit Recipient List
    • DType a New List
    Show answer

    Answer: D. Type a New List

    If you don't have a data source yet, choose Type a New List.

11. Question 11 of 16

    You want each letter to start with "Dear Priya," using just the first name. How should the Excel list store names?

    • AFull names in one column
    • BNames in the sheet's header row
    • CLast name first, then first name, in one column
    • DFirst names and last names in separate columns
    Show answer

    Answer: D. First names and last names in separate columns

    Microsoft says to use separate columns for first and last names if you want to greet readers by first name.

12. Question 12 of 16

    Which tip does Microsoft give for an Excel list used in a mail merge?

    • ASpread the data across several sheets
    • BLeave the column names out
    • CStore the list on a website, not on your computer
    • DKeep all the data on the first sheet
    Show answer

    Answer: D. Keep all the data on the first sheet

    Microsoft says all data to be merged should be on the first sheet. Its checklist also says to store the spreadsheet on your own computer.

13. Question 13 of 16

    One client should not get this mailing. How do you leave them out?

    • ADelete their name field from the main letter before you print it
    • BEdit Recipient List, then clear the check box beside their name
    • CChoose Restart at 1
    • DPress Esc during Preview Results
    Show answer

    Answer: B. Edit Recipient List, then clear the check box beside their name

    In Mail Merge Recipients, clear the check box for anyone who shouldn't get the mailing.

14. Question 14 of 16

    Before printing 200 letters, you want to check how each one will look. Which command do you use?

    • AMatch Case
    • BFinish & Merge
    • CGreeting Line
    • DPreview Results
    Show answer

    Answer: D. Preview Results

    Go to Mailings > Preview Results, then use Next and Previous to move between records.

15. Question 15 of 16

    In the main document, how does a merge field look before you preview results?

    • AA red squiggly underline
    • BA blank space
    • CA name inside chevrons, such as «FirstName»
    • DA grey comment balloon
    Show answer

    Answer: C. A name inside chevrons, such as «FirstName»

    In the main document, a merge field shows as its name inside merge field characters (« »), such as «FirstName».

16. Question 16 of 16

    Read the plan. Which step removes the two closed accounts without deleting them from the Excel file?

    Mail merge plan: Letters go to 85 security clients. The client list is an Excel workbook saved on your computer. The columns are FirstName, LastName, Company and PostalCode. Two clients have closed their accounts and must not get a letter.

    • ADelete their rows from the Excel workbook and save it again
    • BRemove the PostalCode field from the letter
    • CSkip them with Next during Preview Results
    • DClear their check boxes in Edit Recipient List
    Show answer

    Answer: D. Clear their check boxes in Edit Recipient List

    Edit Recipient List lets you clear the check box for anyone who should not get the mailing. The Excel file stays the same.

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