Flashcards · 9626 · A Level Topic 18

Mail merge (A Level) flashcards

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When is mail merge used?: When the same document goes to many people with some details different, e.g. letters, invoices, reminders, certificates, badges, labels and directories.
Why use mail merge?: The fixed text is typed once; every copy has the same layout; data is not retyped, so there are fewer errors; copies are personalised; rules send copies only where needed.
Give two drawbacks of mail merge: One error in the source data repeats in every copy that uses it; set-up time is not worth it for very few documents; bulk post may be seen as junk.
Fill-in vs Ask fields: Fill-in shows the user's answer where the field sits. Ask stores the answer so it can be used elsewhere, possibly several times or in a condition.
If Then Else vs Skip Record If: If Then Else changes what a copy says. Skip Record If stops that copy being produced at all.
Skip Record If vs Next Record If: Skip Record If removes a whole copy. Next Record If moves on one record inside the same document, without re-testing the new record.
Letter merge vs directory merge: A letter merge produces one document per record. A directory merge puts all the records into one document.
Embedded vs linked object in a master document: An embedded object is a stored copy that does not change when its original file changes. A linked object updates from its file.