Creating TablesLESSON 6 - #1.06

ESSENTIAL STANDARD #1 - UNDERSTAND WORD PROCESSING

INDICATOR #6 – CREATING TABLES

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Table

Arrangement of data made up of horizontal rows and vertical columns.

Tables are useful to organize, increase readability, summarize and emphasize information of a document. Heading 1

Heading 2

3Parts of a Table

Cell: Intersection of a row and column Column: Runs vertical Row: Runs horizontal

  Budget Actual Variance

Salaries and wages $20,000 $19,345 $655

Stationery $3,000 $3,125 ($125)

Rent and cleaning $5,200 $5,250 ($50)

Other expenses $1,800 $750 $1,050

Total expenses $30,000 $28,470 $1,530

Cell Column

Row

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Ways to Insert/Create a Table

Insert by Dragging thru the squares (cells) under Insert Table

Open the Insert Table command to open the Dialog Box

Drawing a Table – Create a table with varying sizes of rows and columns

Quick Table – Preformatted Table (for example calendars)

5Move Insertion Point and Select a Table

Use the Tab key to move from left to right one cell at a time in your Table.

Use the Shift+Tab to move back to the left You can also use the arrow keys to move

around in a Table Select the entire Table with the Table

Move Handle located in the upper left section. Also referred to as the Table Select Handle.

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Table Tools Ribbons

When Tables are inserted into Word, two new Tabs Appear: Table Tools Design: Allows you to format the table (Styles,

Borders, Shading, etc.)

Table Tools Layout: Allows you to edit the layout of the table (Add/Delete columns/rows, change Height and Width, Sort, etc.)

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Table Quick Styles

Located on the Table Tools Design Ribbon Preformatted Styles that adds formatting for a

professional appearance to a Table

Header Row: Formats top row of the table that contains information that helps identify the content of a particular column. It is usually formatted differently.

Total Row: Formats the last row

Banded Rows: Formats the even and odd rows differently

First Column: Formats the first column differently

Last Column: Formats the last column differently

Banded Columns: Format even and odd columns differently

8Table Quick Styles

There are 3 categories available: Plain Tables

Grid Tables

List Tables

As you point to a style Word displays a Live Preview, showing you what your Table will look like if you choose that style.

9Table Style Options

Table Style Options enable you to change the appearance of the preformatted styles you apply to your tables.

They are linked to the Table Style you have selected and will be applied globally throughout the table.

Styles can be changed in the Modify Styles’ Dialog box.

10Managing Tables

After you create a table, you can: Resize and Move its columns

AutoFit command enables you to adjust column widths to fit the size of contents or to fit in a fixed width

Use Drag and Drop for moving columns and rows

Insert/add additional columns and rows

Change the Alignment of the table or direction of its text

Set a Header row to repeat on several pages

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View Gridlines

Borders can be removed from a Table, when this is done you may need to view the Gridlines to see the outline of the cells.

On the Table Tools Layout tab, in the Table group, click the View Gridlines button to view the gridlines. This enables more precise editing.

Click the View Gridlines button again to remove the gridlines. The gridlines are no longer displayed.

Gridlines do not print.

12Resize Rows and Columns

You can resize using the mouse or the commands on the Ribbon.

Use the Table Tools ribbon – Layout Tab to adjust the Row – Height and the Column – Width

Select Distribute Rowsand Columns to makeall rows or columnsequal in height or width.

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Sorting Tables

Located on the Table Tools – Layout Tab in the Data Group

Allows you to reorder or rearrange the way in which the table is organized

Alphabetically, numerically, or chronologically

Ascending: Alphabetical Order/Numerical Order

Descending: Reverse Alphabetical Order (Z to A)

14Merging/Splitting Cells

Located on the Table Tools Layout Ribbon in the Merge Group

Merge Cells: Allows you to combine multiple cells into one. Often done in the header row, to center align headings

over the entire Table

Split Cells: Allows you to divide one cell into two or more cells

15Change the Position and Direction of Text

Word provides you with nine options for Aligning text in a cell.

These options enable you to control the horizontal and vertical alignment of cell text, such as Top Left, Top Center, and Top Right.

Rotating text in a cell provides additional options for creating interesting and effective tables.

To change the direction of text in a cell, click the button three times to cycle through the three available directions.

Cell Margins customize cell margins and the spacing between cells.

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Convert Text to Table

Create a Table from already typed text – on the Insert Tab under Table

Selected text separated by paragraph marks, commas, tabs, or some other character can be converted to a Table. The Table Tools ribbons automatically open and the Table can be formatted.

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Convert a Table to Text

On the Table Tools – Layout Ribbon in the Data Group is the command to Convert a Table back to Text

The Table can be Converted and separated by Paragraph Marks, Tabs, Commas, etc.

The text will appear in the document, but not in a Table format

18Use Formulas in a Table

Word provides options to use Formulas to calculate a total, calculate an average, determine the highest/lowest number, and count values.

On the Table Tools Layout tab, in the Data group, the Formula button will open the Formula dialog box.

By default, the =SUM formula displays. This function totals the values listed in the column. Word automatically detects values in a Table when using the Formula button.

19Use Object Zoom

Object Zoom is new in Read Mode and allows you to zoom in on objects such as tables, charts, and images.

Click the View Tab and select Read Mode to change the page layout of the document.

Double-click the Table to zoom in on the Table. The table appears with a magnifier beside it and a shadow background of the document appears behind the Table.

Click the magnifier button to zoom in to the Table. The Table fills up the screen, which makes it easier for reading.

Click the magnifier button again to zoom out.

Click anywhere outside of the Table to exit the object zoom feature and return to the document in Read mode.