National Occupational Competency Testing Institute (NOCTI) Business Practice Exam

What tool should James use to send personalized letters to his clients?

1. Text editor

2. Mail-merge

3. Spreadsheet application

4. Presentation software

The correct answer is: Mail-merge

Using mail-merge is the most effective tool for sending personalized letters to clients. This process allows users to create a single document that contains placeholders for specific information, which can be automatically filled with data from a database or spreadsheet. This is particularly useful for creating individualized letters where each recipient's name and other relevant details are customized. With mail-merge, James can create a template for his letter and then merge it with a list of clients, enabling him to produce a batch of personalized letters in a fraction of the time it would take to do so manually. This not only enhances efficiency but also ensures that the communication is tailored to the individual, which can strengthen client relationships. In contrast, tools like a text editor are generally used for drafting and editing documents but do not have the capability to automate the personalization process. A spreadsheet application might help in managing client data but lacks the features needed for creating personalized letters. Presentation software is designed for slide shows and visual presentations, making it unsuitable for letter writing tasks. Therefore, mail-merge stands out as the optimal choice for personalized letter creation.