MS Word
🔒 Log in to trackMail merge, references, review and macros
🔒 Log in to trackMail merge creates many personalised documents from one template: (1) write the main document, (2) attach a data source (Excel list, Access table, Outlook contacts), (3) insert merge fields («Name»), (4) preview, (5) merge to letters, e-mails, envelopes or labels. Tabs: Mailings -> Start Mail Merge. Used for certificates, call letters, mailing labels.
Tables: Insert -> Table; a table is rows x columns of cells. Table formulas work like =SUM(ABOVE), =AVERAGE(LEFT) (Layout tab -> Formula). Convert text to table and vice versa.
References tab: automatic Table of Contents (needs Heading 1-3 styles applied first), footnotes (Alt+Ctrl+F - note at page bottom) vs endnotes (Alt+Ctrl+D - at document end), citations/bibliography, captions, index.
Review tab: Spelling & Grammar (F7), Thesaurus (Shift+F7), Word Count (Ctrl+Shift+G; words/characters/paragraphs/lines), Track Changes (edits recorded for review), Comments (Ctrl+Alt+M), Compare, Restrict Editing, Protect Document (password to open/modify; Mark as Final).
Macros: recorded/written sequences of commands (VBA); run with Alt+F8; files with macros saved as .docm; macro security warns about macro viruses.
Mail merge — one letter, many receivers
Mail merge creates many personalised copies of one document — each receiver sees their own name and address, but the body text is typed only once. It lives on the Mailings tab and has three components:
- Main document — the letter (or envelope, label, e-mail) with fixed text and empty slots.
- Data source — the list of receivers: an Excel sheet, an Access table or Outlook contacts, with one column per detail (Name, City, PIN...).
- Merged document — the final output: one finished copy per record.
Steps: write the main document, connect the data source (Start Mail Merge, Select Recipients), place merge fields (Insert Merge Field — the slot shows as <<Name>>) where each detail should appear, Preview Results, then Finish & Merge (print, or create a new document, or send e-mails). Classic exam uses: admission letters, result letters, address labels, envelopes, certificates and ID cards.
References tab — TOC, footnotes and citations
- Table of Contents (TOC) — an automatic chapter list with page numbers. It can only be built from heading styles (Heading 1, Heading 2...): apply the styles first, then References, Table of Contents. After editing, right-click and Update Field (or press F9) to refresh page numbers.
- Footnote — a small note at the bottom of the page; insert with References, Insert Footnote or Ctrl+Alt+F.
- Endnote — a note collected at the end of the document (or section); Ctrl+Alt+D.
- Citations and bibliography — References tab tools that record sources of quotes and generate the reference list automatically.
Review tab — checking and teamwork
| Tool | Shortcut | Work |
|---|---|---|
| Spelling & Grammar | F7 | checks mistakes |
| Thesaurus | Shift+F7 | suggests synonyms |
| Word Count dialog | Ctrl+Shift+G | counts pages, words, characters |
| Track Changes | Ctrl+Shift+E | marks every edit for reviewers |
| New Comment | Ctrl+Alt+M | sticky note on selected text |
Track Changes and Comments are how two people edit one file without losing anyone's work. Compare shows differences between two versions of a document.
Macros — record and replay
A macro is a recorded series of commands that Word replays with one click or shortcut — useful for repeated jobs (a fixed header block, a standard table). You record it (View tab or Developer tab, Record Macro), and Word saves the steps. Macro-enabled documents use the .docm extension, and macro viruses spread through such files, which is why Word warns before enabling macros.
Question types you will see
Each type: how to recognise it, the method step by step, and one question to try.
Mail-merge components and steps
The stem names the three components, orders the steps, or gives a scenario (result letters to 500 students) and asks the feature or the tab used.
Components: main document + data source + merged document.
Steps: write main letter, attach data source, insert merge fields (<<Name>>), preview, finish & merge.
Data source = Excel sheet / Access table / Outlook contacts; everything happens on the Mailings tab.
To send the same offer letter to 300 applicants with each name filled in, the Word feature used is:
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Mail merge (Mailings tab) — one main document plus a data source list; Word generates 300 personalised copies in one run.
Footnote vs endnote vs TOC
The stem contrasts footnotes and endnotes, asks their shortcuts, or asks what an automatic Table of Contents is built from.
Footnote = bottom of the page (Ctrl+Alt+F); Endnote = end of document/section (Ctrl+Alt+D).
TOC is built only from heading styles, not from manually bolded lines; refresh with F9.
All three tools sit on the References tab.
In MS Word, a note printed at the bottom of the same page is called a:
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Footnote (inserted with Ctrl+Alt+F or References, Insert Footnote). The same note collected at the end of the document would be an endnote (Ctrl+Alt+D).
Review-tab tools and shortcuts
Shortcut recall — spelling, thesaurus, word count, comment — or a statement question about Track Changes and Comments.
Spelling & Grammar = F7; Thesaurus = Shift+F7; Word Count dialog = Ctrl+Shift+G; New Comment = Ctrl+Alt+M; Track Changes = Ctrl+Shift+E.
Track Changes records every edit so co-authors can accept or reject it; it is on the Review tab.
Classic trap: Ctrl+Shift+G opens Word Count, not the thesaurus.
In MS Word, the Thesaurus opens with which key?
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Shift+F7 — it suggests synonyms for the selected word. F7 (without Shift) runs the spelling and grammar check.
Macro purpose and macro files
'A macro is', 'which file stores macros', or a scenario of a repeated task being automated with one click.
Macro = a recorded series of commands replayed by one click or shortcut key.
Macro-enabled files carry m: .docm (document), .dotm (template).
Macro viruses travel inside macro files — Word asks before enabling them.
A macro in MS Word is best described as:
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A recorded series of commands that can be replayed with a single click or key — used to automate repeated steps. Macro files use the .docm extension.
Shortcuts that save time
An automatic Table of Contents is built from Heading styles. If the headings were bolded by hand (not styled), the TOC comes out empty - the classic trap.
Auto TOC requires?
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Headings formatted with built-in Heading styles.
Alt+Ctrl+F = Footnote (bottom of page); Alt+Ctrl+D = enDnote (end of document/section).
Shortcut to insert a footnote?
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Alt+Ctrl+F.
Mail-merge placeholders appear inside guillemets - «Name». Data comes from the data source; the letter layout lives in the main document. Two parts, always.
In mail merge, the Excel list of recipients is the?
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Data source.
Mistakes to avoid
Where most students lose marks on this subtopic.
Believing Track Changes is on the Insert tab - it is on Review.
Trying to build an automatic TOC from manually bolded text - styles are compulsory.
Calling Ctrl+Shift+G the Thesaurus - that opens Word Count; Shift+F7 is Thesaurus.
Quick revision
Read this the night before the exam.
Mail merge = main document + data source + merged output (Mailings tab).
Merge field placeholder looks like <<Name>>.
TOC needs heading styles; update with F9.
Footnote = bottom of page (Ctrl+Alt+F); Endnote = end of document (Ctrl+Alt+D).
F7 spelling, Shift+F7 thesaurus, Ctrl+Shift+E Track Changes, Ctrl+Alt+M comment.
Macro = recorded command series; macro files are .docm.
Practice: 18 questions
Sets of 10, mixed across the question types above. Every answer has a step-by-step explanation.
Topic test · 10 questions
Suggested time 5 min · wrong answers go to your mistake notebook automatically.